Job Descriptions

The statements contained in the job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

To view job postings for open vacancies, please refer to the following link: Job Openings at St. Clair County.

Title: Deputy Court Administrator
Department: District Court Updated: 01/2018
Division: 72nd District Court FLSA Status: Non-Exempt
Bargaining Unit: CANUE Wage Range: Not Available
POSITION SUMMARY:

Performs a variety of highly responsible, confidential and complex administrative support duties.  Assists the Court Administrator in developing office policies and procedures, and assuring staff adhere to such.  Also responsible for assisting the Court Administrator in coordinating, monitoring and managing case flow, determining organizational goals, collecting and verifying data for report processing, budget and personnel planning, project management, community relations, coordination of equipment and supplies, and staff training for two separate Court locations (Marine City and Port Huron). 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Supervises the staff, including participation in the hiring process and making selection recommendations, directing staff orientation and training, conducting performance evaluations and managing employee relations matters.

·         May serve as liaison in union matters.

·         Motivates employees and manages in a team environment. 

·         Prepares, reviews and distributes statistical data including financial, budget, caseload, case pending, case activity and related reports.

·         Assists the Court Administrator in gathering and reviewing statistical data for budget preparation.

·         Assists in the preparation, planning and implementation of new services to be provided by the Court.

·         Prepares department payroll and maintains payroll records.

·         Records and verifies attendance, including sick, vacation and comp time requests.

·         Responsible for District Court purchasing, including preparation of receipts, vouchers, charges for billings and other purchasing records.

·         Prepares clear, concise and effective written materials, including correspondence, documents and special projects.

·         Plans, organizes and prioritizes multiple administrative and management functions to assist in directing office operations.

·         Represents the District Court regarding matters dealing with other agencies, including negotiating and administering contracts for services to be provided by the Court.

·         Responds to inquiries and requests from clients, attorneys, agencies, the media and others providing information about the court and its policies, addressing concerns and addressing and resolving complaints.

·         Reviews the more complex matters with staff and assists in the proper application of laws, court rules and policies and assists in the handling of the difficult and technical functions.

·         Assists in updating policy manuals and procedures, job descriptions, training manuals and other information relevant to Court employees.

·         Serves as the LEIN office coordinator with all aspects related to LEIN.

·         On behalf of the Court, develops and maintains professional working relationships with police agencies, attorneys, Board of Commissioners, County Administration and all other County departments, agencies and municipalities.

·         Assists with updating policy manuals and procedures, job descriptions, training manuals and other information relevant to Court employees.

·         Maintains training and licensing requirements for Court personnel.

·         Organizes and secures search warrants as well as any additional confidential correspondence that may not be included in the Court file.

·         Assists in the investigation of complaints regarding court operations or employees, determining the cause of the problem and taking appropriate action.

·         Responsible for assuring the Court’s website is updated.  Works with IT to add, delete and change website information as necessary.

·         Processes, monitors and tracks statistical information to meet departmental and governmental requirements. 

·         Responsible for overseeing active and inactive records storage, record destruction and/or microfilming as allowed by the State retention schedule. 

·         Assists with preparation of correspondence, documents and special projects. 

·         Researches, collects and compiles information as requested by the Court Administrator.

·         Other duties as assigned.

SUPERVISION RECEIVED:

Work is performed under the direct Supervision of the Court Administrator.    

 

SUPERVISORY RESPONSIBILITIES:

Independent supervision is to be exercised over clerical staff and other Court employees as directed by the Court Administrator.

EXPERIENCE, SKILLS, EDUCATION:

·         A Bachelor’s Degree in Administration, Criminal Justice, Social Work or closely related field is required.

·         Master’s Degree preferred.

·         A minimum of four (4) years of progressively responsible experience in a court setting is required.

·         Manage and direct departmental operations, including budgeting, strategic planning. Knowledge of and interpret applicable federal, state and local regulations. Develop, apply and explain department and County procedure and policies. Plan and coordinate work staff activities, prioritize, instruct, set deadlines, objectives, measure success, and make recommendations and resolve issues. Methods of research, planning, conducting and implementing major studies or projects. Design and recommend new forms, reports or procedures. Ability to understand and work in complex data processing system, analyze data and exercise sound financial judgment. Analyze administrative problems, evaluate alternatives and implement sound solutions. Prepare and present reports, speeches or training programs to groups. Provide training and guidance in handling difficult or complex problems or resolving escalated complaints or disputes. Work independently with limited direct supervision. Coordinate activities with other departments.      

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.             

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.                       

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         Ability to demonstrate predictable, reliable, and timely attendance.                

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                        

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.      

CONDITIONS OF EMPLOYMENT:
  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.
  • The employee must successfully complete an annual criminal background check in order to obtain and maintain LEIN certification throughout employment in this position.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

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 with or without accommodations.  Reasonable accommodations will 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:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.

 

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.

 



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Contact Information

Human Resources
200 Grand River Avenue, Ste. 206
Port Huron, MI 48060

Phone: (810) 989-6910
Fax: (810) 985-3493
Email: Human Resources