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HomeMy WebLinkAboutCourt Administrator Lead JEFFERSON COUNTY Job Description Job Title: Court Administrator Lead Department: County Clerk's Office/Superior Court Reports To: County Clerk/Superior Court Judge Union: UFCW FLSA Exempt(Y/N): No HIPAA Rating(#or NO): Level 3 BBP(Level or NO): No Salary Level: Grade 29 Approved By: Human Resources Manager C. . c Approved Date: July 2020 SUMMARY: Administers non judicial functions of court by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Coordinates all scheduled judicial activities such as trials and hearings for the County Superior Court Judge and visiting judges from other jurisdictions. Serves as the only staff person and confidential secretary for the Superior Court Judge. Responsible for the maintenance and updating of the Court's Law Library. Oversee accounting of revenues and expenditures and prepares and justifies budget. Informs Judge of department's financial status on a monthly basis. Determines and monitors effectiveness of the annual indigent defense contract and works with the Judge and attorneys on maintenance of the contract. Maintains the payroll records of the office, including Court appointed attorney's fees, public defender fee, fees of Court appointed Guardian ad Litem, bailiff, self, and Judge. Manages grants and contracts. Develops and maintains court schedules and makes adjustments to accommodate judge, attorneys, and support staff schedules; monitors cases and adjusts caseload and Courtroom as necessary. Arranges docket settings based on State mandated time frames, frequently adjusting settings as priorities and circumstances change. Prepares,maintains and distributes Court calendar;notifies participants of Court dates; confirms and reschedules Court dates with attorneys and pro se litigants; arranges courtroom personnel; arranges and allocates space and equipment to accomplish orderly processing of court cases. Works with Court Administrators in surrounding counties to facilitate judicial trades for effective staffing of Courts. Coordinates with County Clerk for efficient use of judicial time and space. Monitors cases preparation for Judge based on complexity, priority and time constraints. Provides secretarial services for the Superior Court Judge; performs transcription of dictated documents; screens and directs telephone calls and in-person appointments for the Judge processes and screens correspondence and other communications to and from the Judge including inmate correspondence; performs legal research as requested by the Judge; maintain required files and filing system; keeps Court's internal records including correspondence, search warrants and wiretaps; determines need for and then composes written or oral correspondence when laws prohibit Judge's communication; and procures necessary supplies. Jefferson County Job Description: County Clerk's Office—Court Administrator Lead Page 2 of 5 Investigates problems that affect case flow and recommends or implements corrective measures. g Compiles and analyzes data on court activity to monitor management performance and prepare activity reports. Prepares reports and assimilate data as required by the Office of the Administrator for the Courts. Conducts research to analyze current and alternative personnel, facilities, and data management systems and consults with judicial staff of court to evaluate findings and recommendations. Answers questions and resolves complaints raised by court personnel, attorneys, and members of other organizations and public. Monitors the need for changes in local Court rules, including changes based on newly enacted legislation or case law. Preparation and submission of Local Court Rules on yearly basis, and "as needed" on an emergency basis. Maintains Guardian ad Litem rotation list for the Court, Titles 11 and 26. Sends out and processes all applications; maintains actual rotation roster,maintains certification documentation; maintains GAL code of conduct; sends notice of appointment of GAL; addresses GAL concerns; provides information on grievance procedure, and processes the same when received; maintains list of people interested in training and sends out notice of training opportunities,etc. Transcribes audio taped hearings for appellate and other review and assigns and tracks overflow of transcription duties to contractor. Tracks case flow for production of Verbatim Reports of Proceedings on timely basis. Tracks Affidavits of Prejudice; send notification as to acceptance or rejection; and send out recusal notification. Maintains contract for electronic Court reporter; ensures order is in place naming primary and back up ECR. Schedules and tracks District Court RAU appeals. Oversee interpreter acquisition as required and maintains list of interpreters for the Court. Indigence determinations on request for appointment of counsel for expenditures at public expense. Coordinates with the Juvenile Court Administrator and staff on all facets of the Juvenile Court operation and coordinates with the Superior Court Clerk and staff on all matters. Informs Clerk and Juvenile office staff regularly of case developments. Oversee jury selection process and assumes responsibility for the impaneled jury throughout the trial and deliberations. Selects,trains and assists Bailiff and temporary help for Bailiff.Prepares, edits and collates all jury instructions. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities,but is a"lead" position in the division of assignment. Lead responsibilities include assisting the Supervisor with interviewing,training, planning,assigning, accounting for attendance,and directing work. Lead positions also provide input for appraising performance and assist in addressing complaints and resolving problems. Carries out Lead responsibilities in accordance with the organization's policies and applicable laws. The work is highly confidential. COMPETENCY To perform the job successfully,an individual should demonstrate competency in the following: Problem Solving-Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Jefferson County Job Description: County Clerk's Office—Court Administrator Lead Page 3 of 5 Technical Skills-Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service-Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills-Maintains confidentiality; Keeps emotions under control. Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Written Communication -Writes clearly and informatively; Edits work for spelling and grammar;Able to read and interpret written information. Cost Consciousness-Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. Ethics-Treats people with respect;Keeps commitments; Inspires the trust of others; Works with integrity and ethically;Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgement-Displays willingness to make decisions;Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate eo le in decision-making process; Makes timely decisions. Planning/Organizing-Prioritize and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other people and their tasks. Professionalism-Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness. Quantity-Meets productivity standards; Completes work in timely manner. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation;Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality-Is consistently at work and on time; Ensures work responsibilities are covered when absent;Arrives at meetings and appointments on time. Dependability-Follows instructions,responds to management direction; Takes responsibility for own actions;Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Associate's degree(A. A.)or equivalent from two-year college or technical school in legal or paralegal course of study; and a minimum of five(5)years' experience in professional management position within the justice system; OR Bachelor's degree(B.A.)or equivalent from a four-year college in legal or paralegal course of study; and a minimum of three(3)years' experience in professional management position within the justice system; OR Jefferson County Job Description: County Clerk's Office—Court Administrator Lead Page 4 of 5 or equivalent combination of education and experience. (Relevant professional Court management experience may be substituted year for year for the education requirement. A Master's degree (MA) in a related field or an Institute for Court Management Fellowship, may be substituted for one year of Court management experience.) LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest,commissions,proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. COMPUTER SKILLS To perform this job successfully, an individual should have knowledge of MS Access Database software;MS Explorer Internet software;MS Excel Spreadsheet software and MS WORD Word Processing software. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE,SKILLS AND ABILITIES Ability to work with people who may be angry with judicial decisions and the Court system. Knowledge of policies, procedures and laws pertaining to the operation of Courts;trends in Court management. Knowledge of State, federal and local laws and policies and procedures. Knowledge of principles and practices of governmental fiscal management including budget preparation, expenditure control, and record keeping. Ability to operate office machines, including Courtroom recording system,public address system, computer terminal, personal computer, 10-key calculator,Dictaphone, copier,printer,telephone,postage meter,Laserfische and/or microfilm reader/printer, scanner, and fax machine. Ability to have flexibility in work schedule. Duties may include work at non-standard hours. Ability to quickly grasp new techniques, deal with rapid changes in events,remain clam in stressful situations, relate to various personality styles in a calm professional manner. Interpersonal skills for working with the public, supervisors, and visiting Judges. Independent and self-motivated to complete required deadlines while simultaneously completing other tasks. Jefferson County Job Description: County Clerk's Office—Court Administrator Lead Page 5 of 5 Understands the need for maintaining confidentiality of sensitive and confidential information. WORK ENVIRONMENT The work environment characteristics described here are representative of those 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. While performing the duties of this Job,the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually loud. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job,the employee is regularly required to sit;use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand;walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,peripheral vision,depth perception and ability to adjust focus. CAREER LADDER This position is not part of a career ladder.