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HomeMy WebLinkAboutDeputy Court Administrator JEFFERSON COUNTY Job Description Job Title: Deputy Court Administrator Department: County Clerk's Office/Superior Court Reports To: County Clerk FLSA Exempt(Y/N): No Union: • UFCW BBP: No Salary Level: Grade 25 Approved By: Human Resources Manager 6 t L )"'-L( c Approved Date: July 2020 SUMMARY Assists the Court Administrator in assuring that Superior Court activities are carried out properly and effectively; setting up and overseeing court schedule;and in planning coordinating and managing the overall operation of the Court, by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Coordinates activities such as jury selection,notification and utilization; case scheduling and tracking; personnel assignment; and space and equipment allocation to accomplish orderly processing of court cases. Assumes the duties of Superior Court Administrator as required. Assists the Court Administrator in maintaining and managing the Superior Court Master Trial calendar. Performs transcription duties for the Clerk and the Superior Court Judge as needed. Assists in scheduling pro tem judges, commissioners and visiting judges. Works with other counties to arrange trades. Performs all trial court functions including courtroom setup,monitoring recording, exhibit control and determining security needs for court cases. Advises Jury Manager of need for jurors; determines need for jurors on cases. Assures criminal trials are heard within prescribed timelines. Performs duties of Motion Calendar Clerk and backup Juvenile Court Clerk as needed. Compiles and analyzes data on court activity to monitor management performance and prepare activity reports. Represents the Superior Court to the public and attorneys,judges and other agencies and advises judges of the nature of cases. Assists with answering questions and resolving complaints raised by court personnel, attorneys, and members of other organizations and the public. Jefferson County Job Description: County Clerk's Office—Deputy Court Administrator Page 2 of 4 Directs the resolution of inquiries and problems. Responds to incoming calls, answering questions pertaining to individual cases. Responds to the most sensitive or difficult inquiries, gives general information and refers callers to other agencies and individuals as appropriate.Initiates correspondence to other agencies and individuals, as appropriate. Initiates correspondence to court related inquiries or requested information. Maintains Sentencing Guideline list for reporting. Prepares documents, charts,and graphs as needed. Preparation,maintenance and distribution of DC Appeal and Pending Reports. Performs and monitors the process for RALJ appeals including but not limited to: scheduling,tracking, and distributing the appeal,the disposition order,the exhibits and further motions or appeal. Schedules interpreters as needed. Performs and monitors the process for Superior Court Appeals including but not limited to: sending Notice of Appeal,tracking,processing,preparing and maintaining the required documents,papers, exhibits, and reports. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. COMPETENCY To perform the job successfully, an individual should demonstrate competency in the following: 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 to requests for service and assistance; Meets commitments. Interpersonal Skills-Maintains confidentiality;Keeps emotions under control. Oral Communication -Listens and gets clarification; Responds well to questions; Participates in meetings. Written Communication -Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Cost Consciousness-Works within approved budget; Conserves organizational resources. Diversity- Shows respect and sensitivity for cultural differences. 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; Supports organization's goals and values. Judgement-Displays willingness to make decisions; Exhibits sound and accurate judgment; Makes timely decisions. Planning/Organizing-Uses time efficiently; Plans for additional resources. Professionalism -Treats others with respect and consideration regardless of their status or position; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Quantity-Completes work in timely manner. Safety and Security-Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands. Jefferson County Job Description: County Clerk's Office—Deputy Court Administrator Page 3 of 4 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. Initiative-Asks for and offers help when needed. 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. may Reasonable accommodations be made to enable individuals with disabilities Y to perform the essential functions. EDUCATION and/or EXPERIENCE Associates' degree(A.A.)or equivalent from a two-year college in public or business administration or related field; and four(4)years progressively responsible experience in a court system or legal field in the State of Washington; or equivalent combination of education and experience. Experience in a SCOMIS court setting is desirable. LANGUAGE SKILLS Ability to read, analyze, and interpret general business periodicals,professional journals, technical procedures, or governmental regulations.Ability to write reports,business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers,clients, customers, and the general public. 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 AND REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE,SKILLS AND ABILITIES Knowledge of legal office practices and procedures and legal terminology, and document formats. Knowledge formal recording procedures, court proceedings, record keeping, cashiering, light bookkeeping and proficiency in legal terminology. Ability to operate personal computer, computer terminal and standard office machines, including a data entry and retrieval terminal, specialized electronic recording equipment,word processing, etc. and legal terminology and citation formats. Proficient knowledge of English grammar and punctuation. Jefferson County Job Description: County Clerk's Office—Deputy Court Administrator Page 4 of 4 Knowledge of the operation of the court and case processing activity,rules and legal standards, court scheduling methods,principles and practices of public and court administration,Washington Court Rules, federal, state and local laws,rules and regulations, and court related codes, laws and procedures. Ability to work independently and be able to work under pressure and meet deadlines. Ability to establish and maintain effective working relationships with co-workers, public officials and the general public. Must possess a pleasant and professional attitude in person and on the telephone. Ability to respond to difficult work related problems or questions, exercising good judgement. 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 use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand,walk, sit, and reach with hands and arms. The employee is occasionally required to 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. 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. The noise level in the work environment is usually moderate. CAREER LADDER POSITION This position is not part of a career ladder.