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HomeMy WebLinkAboutDistrict Court Deputy Court AdministratorJob Title: Department: Reports To: FLSA Exempt (Y/N): Union: BBP: Salary Level: Location: Approved By: Approved Date: JEFFERSON COUNTY Job Description Deputy Court Administrator District Court District Court Administrator/District Court Judge Exempt - Administrative Exempt No Grade 17 Courthouse Human Resources 1 " �ctor July 8, 2024 SUMMARY Performs a variety of complex office administration duties requiring specialized knowledge and expertise of court procedures to ensure the effective functioning of the District Court. Coordinates with the District Court Administrator to organize, plan and direct the daily work activities of the court. Supervises and directs the daily non judicial functions of the court. In both Criminal and Civil matters, accuracy and efficiency are critical as even the slightest error or omission in processing, indexing, posting, filing and disbursement of funds may affect the life and/or property of members of the public. Must abide by the Code of Judicial Conduct as set forth in addendum 1, specifically Canon 1, 2 & 3. SUPERVISION RECEIVED Persons in this position are given significant discretion, within the scope of policy and regulations, in the routine performance of their duties. Supervision and guidance are received from the District Court Administrator and the elected District Court Judge. This role makes administrative decisions in the absence of the District Court Administrator. SUPERVISION EXERCISED Persons in this position supervise employees and clerk hire positions, as needed, in the District Court office. This position directly supervises Judicial Support Specialist I and Judicial Support Specialist II. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned by Administrator as required. Deputizes for the District Court Administrator. Acts for the District Court Administrator during absences and assumes duties and responsibilities. Jefferson County Job Description: Deputy Court Administrator Page 2 of 6 Supervises the daily non judicial operations of the court; provides training and mentorship to employees; participates in selection and hiring; verifies timesheets, maintains vacation, sick leave, overtime and comp time records. Provides constructive feedback; reviews and evaluates work and makes effective suggestions and recommendations. Provides advice and counsel to staff, develops developmental work plans for staff, makes recommendations and implements corrective actions, disciplinary actions and termination procedures as appropriate or as directed. Manages special projects and leads change process for technology upgrades. Builds relationships and ensures effective communication with external and internal judicial stakeholders. Develops and administers new policies and procedures to help optimize daily court operations. Identifies and implements opportunities for business process improvement to increase effectiveness and efficiency of the court. Researches and identifies grant opportunities. Manages application process, grant requirements and reporting. Assists with accounting, budget preparation and justification, work scheduling and staffing levels. Maintains and authorizes expenditures within approved budget. Implements cost-effective measures and user resources and technology effectively to increase productivity. Secures, prepares, monitors and assures compliance with grants and contracts as assigned. May prepare monthly remittance of money collected with accompanying journals of transactions, balance bank statements and maintain checkbook records for the Court's bank accounts. Pursues collections of dishonored checks and initiates procedures for collecting bonds on defendants failing to appear. Develops, recommends and implements procedural changes required by changes in the law or court. Prepares and updates in-house procedures, manuals and draft forms as required to implement procedures. Assists the District Court Administrator in developing effective caseload management techniques. Prepares and processes appeals to Superior Court. Initiates and responds to correspondence related to the District Court. Oversees the processing of data dissemination requests as authorized by the District Court Administrator, ensuring compliance with Court Rules and Statutes. Analyzes and extracts data from court files and state systems using extreme caution with respect to confidential data. Compiles various reports as required. Jefferson County Job Description: DeputyCourt Administrator Page °.f..6 .... ..a.. Manages personnel records and prepares payroll documentation for certification by the District Court Administrator. Coordinates State computer services and supplies, assists with access and security issues, resolves operation and statistical problems, trains staff on Court systems. Oversees the retention, storage and destruction of Court records and tapes. Oversees the storage and return of Court exhibits, and coordinates the archiving and purging of computer records. Acts as courtroom clerk during court sessions. Records all proceedings, maintains recording logs, marks exhibits, processes orders of the court and performs other work as directed. May serve as Bailiff during jury trials if no Bailiff is available. May perform duties of Judicial Support Specialists I and II when absences occur. Other duties may be assigned by the District Court Administrator as required. COMPETENCY To perform the job successfully, an individual should demonstrate competency in the following: Analytical - Collects and researches data; uses intuition and experience to complement data. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; works well in group problem solving situations; uses reason even when dealing with emotional topics. Prof l na e�nent - Coordinates projects; communicates changes and progress; completes projects on time and within budget. 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. lnteroers rit lm Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; 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. "len,work — Supports staff efforts to succeed. c st (;onsciottlsness - Works within approved budget; Conserves organizational resources. D i,versit _ - Demonstrates knowledge of EEO policy; 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. Org zonal l 1 - Follows policies and procedures; Completes administrative tasks ana�at S�� � port correctly and on time; Supports organization's goals and values. Jefferson County Job Description: Deputy Court Administrator Page 4 of 6 Jud )gj��<t - Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision -making process; Makes timely decisions. L,) EE nin,ffir a,Lin zi,ii - Uses time efficiently. 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. uali - Demonstrates accuracy and thoroughness. uantit - Meets productivity standards; Completes work in timely manner. Safety aji d eSurit - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Ad tabif it - 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. _gpgnda<b lit l - 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 Bachelor's Degree (BA) or equivalent from a four-year accredited college or university in accounting, legal, general business or a related field and a minimum of four (4) years of progressively responsible experience in court positions; OR Associate's Degree (AA) with major coursework in accounting, legal, general business or a related field and a minimum of six (6) years of progressively responsible experience in court positions; OR Eight (8) years of progressively responsible experience in court positions; OR Equivalent combination of education and experience. Requires successful completion of the Court Administrator Academy within 2 years of start date and meeting yearly continuing education requirements. 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 Jefferson County Job Description: Deputy Court Administrator PageIT5 of 6 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. COMPUTER SKILLS To perform this job successfully, an individual should have knowledge of Microsoft Access database software; Microsoft Windows and Explorer Internet software; Microsoft Excel spreadsheet software and Microsoft Word processing software. CERTIFICATES, LICENSES, REGISTRATIONS Must have upon hire and maintain a valid Washington State Driver's License with a driving record free of serious or frequent violations. Must pass a thorough background investigation which includes being fingerprinted. OTHER KNOWLEDGE, SKILLS AND ABILITIES Advanced knowledge of District Court practices, principles, and procedures. Advance knowledge and proficiency in all aspects of court case management systems and case processing activity. Advanced knowledge of accounting principles and procedures. Knowledge of management principles, including personnel administration, supervision, training and performance evaluation practices. Advanced knowledge of court related documents, procedures and terminology including the ability to read and understand the Revised Code of Washington (RCW's) and the Washington Administrative Code (WAC's). Ability to analyze and evaluate accounting problems and to discern those requiring policy determinations by Supervisor. Ability to work independently with minimal supervision in a high pressure, fast -paced environment and meet deadlines. Ability to make decisions in accordance with laws, regulations and Court policies and procedures. y Description: Deputy Court Administrator PageIT6 of 6� Jefferson Count Job tt Ability to establish and maintain effective working relationships with co-workers, supervisors, public officials, judicial stakeholders and the general public. Ability to multi -task at a high level while performing the essential functions of the job. Ability to plan workload within a structured environment and edit the work of others. Ability to handle sensitive information with a high degree of confidentiality. Ability to remain alert to safety concerns while in the courtroom, halls or foyer; and the ability to stay calm in aggressive situations and deal with difficult and potentially volatile persons in a professional and calm manner. 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.