HomeMy WebLinkAboutDistrict Court & Adult Probation AdministratorJEFFERSON COUNTY JOB DESCI?IPTION
Position: DISTRICT U T/ I II`L"I' PRO TI ADMINISfRATOR
DePartment+ District Court FLSA: Exempt -Administrative
Annual Hours Worked: 2080 1 TNION ! Exemni
Exempt SaIM System Grade: Ili l 1
1.0 MAJOR FUNCTION N D PURPOSE
Adopted-.. August 20, 2026
Aj)proved-.Wat,t, e,.,
1, l Develop and maintain effective working relationships with representatives of the
executive and legislative branches of county government, and represent and negotiate on
behalf of the District Court as are independent third branch of government with local and
state legislative and executive branch agencies. This includes representing the District
Court on local, state and federal intergovernmental orl gro ups, committees and task
forces; negotiating the ourt's positron with Public and private agencies and
organizations; strengthening the Court's relationships ith the media, community, and
other branches of government; and negotiating with funding sources,
1.2 Direct and support COUrt staff and the Misdemeanant Probation Office by: overseeing
personnel management, including personnel policy direction, management, performance
appraisals, union contract issues and all other personnel matters, striving to maintain
excellent working relationship with judges, directing the sc I cction, supervi,sion and
evaluation of court staff` and overseeing the preparation and monitoring of the court'
budget. Provide leadership, vision and develop a long-term strategy for effective court
services and implementation of Dart -wide polices and procedures with the elected judge.
1.3 ML[st abide by the Code of Judicial Conduct as set forth in addendum 1, specifically
Canon 1, 2 & 3.
2.0 SUPERVISIONRECEIVED
.1 Persons in this position are given significant discretion, within the scope of policy and
regulations, in the routine PeTfonnance of their duties; supervision and guidance are
received from the elected District Court Judge. Makes administrative decisions in the
absence of the elected Judge,
0 SUPERVISION EXERCISED
.1 Persons In this position supervise employees and clerk hire. positions, as needed, in the
District Court office and Adult Misdemeanant demeanant Probation Office. Carries out supervisor
r sponslhilltis ir a ran nth thergan ate rYtspolicies and applicablelames.
sponsihititis include interviewing, hiring, and training employees; planning.,
assigning, and directing work; appraising performance; rcwarding and disciplining
employees; addressing complaints and resolving Problems.
Jefferson County Job Description: District Court/Adult Probation Administrator
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4.0 SCOPE OF RESPONSIBILITY
4, l Accountable for the efficient and effective function of non -judicial activities.
Accountable for thorough and timely technical advice, analysis and reports which s rvc
as the basis for sound decisions for other professional decisions~ Accountable for
managing all aspects of the Adult Misdemeanant Probation office. Responsible for
ensuring that al I activities of organization are performed in accordance with the
require tints of the law. Errors in J ud rnent and performance could have major legal
impact on the County affecting financial operations and Public relations, and could
involve the 'Individual in personal liability for actions taken. Individuals must apply
cxtensive knowledge of laws and procedures retating to court operations as well as sound
management and administrative principles and techniques.
4.2 Close working relationships is required with other County officials, judges, attoes,, and
other departments within county government, as well as a variety of law enforcement,
probation, correctional institutions, social services agencies, and municipalities and
others to maintain harmonious working relationships within the court system.
5.0 SPECIFIC DUTIES AND RESPONSIBILITIES
.1 oversee daily transactions of cash receipts, joumal entries and deposits. Prepare monthly
financial reports, balance trust accounts, disburse fines, bail and restitution money,
control petty cash transactions and prepare monthly payroll report.
5.2 Organize, plan and direct procedural and administrative functions of the District Court,
coordinate court activities, and establish departmental goals, policies and Procedures.
5.3 Prepare and monitor the annual budget. Present budget to the Board of County
Commissioners. This involves accurate assessment of current operational needs as well as
future anticipated needs in personnel, salaries, capital expenditures and the general line
items of the budget.
.4 Maintain effective working relationship withjudges, attorneys, elected and appointed
officials, court and law enforcement personnel} Mate and County agencies, alcohol
agencies, adult probation agencies, jail, collection agencies and the gencrai public.
5.5 Supervise and perform recording activities which involves receipt, certification, and
filing of vital documents. Receive, approve and file certain bonds. Assure that all the
various source documents, reports, and orders are Properi F handled.
5.6 Supervise and construct case files; assembling and filing documents as necessary,
.7 Issue legal documents such as writs, orders, summons, subpoenas, etc. Assure proper
legal format, tenninology, and procedural accuracy.
5.8 Respond to telephone and counter inquiries and requests, delegating the routine tasks to
other clerks and resolving the more complicated, sensitive, or conflict matters.
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5.9 Manage Adult Misdemeanant Probation department including supervision of duties and
tasks of professional probation officers and clerical staff; delegate duties and tasks to
subordinate employees as related to community service work and victim restitution
recovery programs; implement and coordinate probation programs with treatment
agencies and professionals, case management and counseling probation clients; may
perform probation counselor activities,
.10 Public records officer for the Court in accordance with GR31 —which includes
coordination of the overall public records, process, work with requesters to clarify
requests, 10r card requests to J ud icial o f f c e rs, J ud is ia1 staff`, or j ud.i c ial agency
employees, provide timely responses to requesters, and track all requests, exemptions,
and responses.
.11 May operate a motor vehicle to travel between various work sites and to attend meetings
and conferences.
5.12 Perform other tasks as directed by the District Court Judge.
.o REQUIRED KNOWLEDGE AND A ILUTIF'
6.1 Comprehensive knowledge of the principles, practices,, methods, technicalities, systems,
equipment and procedures used in clerical work of a legal nature. Requires extensive
knowledge of accounting practices and techniques and the Enterprise Justice s tern.
6.2 Ability to read and interpret codified laws, court rules, administrative and legal policies,
directives, and procedures, and the ability to apply therm accordingly.
+_3 Demonstrated knowlcd e of accounting and budget administration and the ability to
identify, direct and coordinate the application of manpower and physical resources, to
forecast, plan and implement program adjustments as required by changing conditions.
.4 Ability to use a typewriter,, computer terminal, calculator, and other office equipment
standard to areas of assignment and to adapt to new and/or modified equipment which
may be acquired,
6.5 Knowledge ofmanagement principles, including personnel administration, supervision,
training and performance evaluation practices and Jefferson County Policy governing
i
personnel actions.
6.6 Ability to work congenially with community agencies, volunteers, officials, lawyers,
judges, law enforeemcnt officers, and the general public. Ability to remain calm under
stressful and potentially dangerous situations.
6.7 Abilityto write speeches and articles for publication that confornn to prescribed style and
format. Ability to effectivelypresent information to senior management, public groups,
and/or boards of directors.
Jefferson County .fob D s riptioii: District virt/Adult Probation Administrator
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6.8 Ability to understand moderately complex instructions furnished in written, oral or
di a r is form. Abitity to organize information and to deal with problems involving
several variables in non-standard situations.
6.9 Maintain n a high standard for accuracy,
ura , om leten ss, and efficiency in the preparation of
reports and budgets. Independent and self motivated to complete required deadlines while
simultaneously completing other tasks.
6.10 Ability -to work with mathematical concepts such as probability and statistical inference.
Ability to apply concepts such as fractions, percentages, ratios, and proportions t
practical situations.
.11 Whi le performing the duties of this j ob, the employee is regularly required to tal k or hear;
use hands to finger, handle, or feel objects, tools, or controls-- and sit. The employcc is
occasionally required to stand; walk- and reach with hands and arms.
6.12 Good health, and good physical condition} appropriate to the position. T'he employee
must occasional l v l i ft and/or move up to 10 pounds. Specific vision requirements include:
close, distance, color, and peripheral vision; depth perception, and the ability to adjust
focus.
6.13 Understands the need for maintaining confidentiality of sensitive information.
7.0 MINIMUM IMUQUALIFICATIONS
7.1 Ba olor"s Degree (B.A. / B.S.) or equivalent from an accredited college or university
with major course work in Court Administration, public Administration, Law, Business
or closely related field and five gears ofadministrative/management experience directly
related to the duties of the position or any combination of education/experience which
would clearly demonstrate the ability to perform the warp. Master's degree preferred,
.2 Ability to successfully complete various required training classes and obtain certificates
necessary for functional skills performance, maintena -nee and improvement. This includes
graduation from the Criminal ,Justice Training Commission or equivalent probation
academy,
7.3 Valid Washington State Driver's License
.0 DESIRABLE QUALIFICATIONS AND ABILITIES
.1 Familiarity rith tools, instruments, equipment and techniques commonly used in the
performance of related tasks.
8.2 Ability to quickly l grasp new techniques, deal with rapid changes in events, remain calm
in stressful situ at i onsx relate to various personality styles in cairn, professional manner.
8.3
ertifi ation as a Court Administrator.
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.4 Assure efficient and effective utitizati n of volunteers and department personnel, funds,
materials, facilities, and time,
8.5 Ability to operate personal computer and standard office machines. Knowledge of word
processing software.
9.0 WORK ENVIRONMENT
.1 The work environment c haract ri sti rs described here are representative of thosc an
employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
9.2 While performing the duties of this job the employee is regularly required to talk and
hear, stand, walk, sit, use hands to utilize objects tools or controls. The employee is
occ ;asi pally required to reach with hand and arms, ctimb or balance, and stoop, kneel or
crouch. The employee may frequently liftand/or rove up to 15 pounds. Vison
requirements include the ability to read small print and the ability to adjust focus.
93 The noise level in the work environment is usually moderate.
This job description does not constitute an empIo mcnt agreement between the employer and
employer, and is subject to change as the needs of the employer and requirements of the job
change,