Subpoena Coordinator

This is responsible specialized administrative and legal support work coordinating subpoenas, court orders, and related legal documents for the Police Department. Work involves receiving, reviewing, processing, and tracking subpoenas; coordinating required appearances and document production; and ensuring compliance with legal requirements and departmental policies. Duties require accuracy, confidentiality, and adherence to strict legal deadlines.

Employees perform highly responsible administrative and technical work supporting legal and court-related functions within the Police Department. Responsibilities include reviewing subpoenas and legal requests for accuracy and sufficiency, coordinating service and notification to sworn and civilian personnel, and ensuring timely responses to courts and legal entities.

Work involves frequent interaction with attorneys, court personnel, prosecutors, records staff, and law enforcement personnel. Assignments require familiarity with legal terminology, records management procedures, and confidentiality requirements. Employees exercise independent judgment in prioritizing deadlines and resolving procedural issues while maintaining compliance with applicable laws and departmental regulations.

Work is performed under general supervision and is reviewed through conferences, observation, and results obtained.

Receives, reviews, logs, and processes subpoenas, court orders, and other legal requests for records, testimony, and evidence; verifies legal sufficiency and completeness of documents prior to processing; coordinates notification and service of subpoenas to sworn personnel and civilian employees; tracks response deadlines and court dates to ensure timely compliance.

Serves as liaison between the Police Department, courts, prosecutors, defense attorneys, and other legal entities; responds to inquiries regarding subpoena procedures and required documentation; monitors court schedules and notifies personnel of required appearances; coordinates with public records, forensics, evidence, and investigative units to obtain responsive materials.

Maintains accurate logs and tracking systems documenting subpoena activity; ensures proper documentation and chain of custody when releasing records or evidence.

Maintains confidential files and sensitive information in compliance with state and federal regulations; prepares reports and correspondence related to subpoena processing; assists with audits, legal requests, and special projects as assigned.

Performs related work as required.

Knowledge of: legal terminology; subpoena and court procedures; public records laws; records management practices; standard office procedures and business English.

Skilled in: organization and records tracking; data entry and document management; operation of office equipment and computer software systems.

Ability to: interpret and apply laws, regulations, and departmental policies; manage multiple deadlines simultaneously; maintain strict confidentiality; communicate effectively with legal professionals and department personnel; work independently on complex administrative assignments; establish and maintain effective working relationships with employees, officials, and the public.

Mostly sedentary, indoors, requires extended use of computer, typing and viewing a monitor.

Graduation from an accredited high school or GED and three (3) years of administrative, legal support, records management, or criminal justice–related experience; or an equivalent combination of training and experience.

Experience working with legal documents, subpoenas, court processes, or within a law enforcement or court environment is preferred.

Ability to obtain CJIS or FCIC Certification within 6 months of employment.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees may be required to work evenings, weekends, holidays, or overtime as needed. During declared emergencies, employees may be required to assist in preparation, response, or recovery activities.

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