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

Under the general direction of the Chief Judge, manages all administrative functions of the Court.  Directs staff responsible for the processing of traffic, civil and criminal cases, assist coordination of court security and fulfilling other non-judicial functions.  Responsible for personnel management, fiscal management, caseflow management, jury utilization, research and planning, facilities management, and other important administrative functions.  The Court Administrator is also responsible for the supervision and implementation of court appointed attorney process in providing services to indigent defendents charged with misdemeanor offenses as directed by the Chief Judge.The Court Administrator acts as a confidential fiduciary to the Chief Judge in the exercise of the duties of the Chief Judge as Administrator of the Court.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Supervise and direct the activities of the Deputy Court Administrator, Finance Clerk and subordinate staff; Marine City and Port Huron divisions.

·         Develops, reviews, analyzes and coordinates all departmental operations, policies, services and programs in order to minimize duplication, meet program goals, improve efficiencies, reduce costs and maintain compliance with statute and court rules. 

·         Responsible for preparing and submitting the budget. 

·         Presents budget to funding unit, authorizing and monitoring expenditures.

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

·         Involved in negotiating and monitoring labor contracts. 

·         Handles grievance procedures and resolves employee disputes.

·         Oversees and manages all court personnel through subordinate management staff, including recruitment, hiring, orientation, training, supervision, performance evaluations, employee relations matters, discipline and termination. 

·         Signs and administers contracts and monitors current status of the budget.

·         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.

·         Investigates complaints regarding court operations or employees, determines cause of problem and takes appropriate action.

·         Responsible for space and facilities planning and management for the court.  Serves as liaison with facilities staff. 

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

·         Motivates employees and manages in a team environment. 

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

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

·         Serves on various committees and boards representing District Court.

·         Conducts research into trends and needs of the District Court in developing and adapting programs to meet the needs of the community.

·         Administers an efficient, organized and effective Court.

·         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.

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

·         Other duties as assigned.

SUPERVISION RECEIVED:

Work is performed under the direction of the 72nd District Court Judges, primarily the Chief 72nd District Court Judge.

SUPERVISORY RESPONSIBILITIES:

Supervision is to be exercised over clerical staff and other Court employees, directed by the Chief Judge or Chief Judge Pro Tem, if so delegated by the Chief Judge.

EXPERIENCE, SKILLS, EDUCATION:

·         Juris Doctorate or a Master’s Degree in Social Sciences, Business Administration, Public Administration, Criminal Justice, or a related field that qualifies the person to manage and supervise the delivery of trial court services is required. 

AND

·         Five (5) years of experience in a responsible management position with training in administration is desirable.

OR

·         Bachelor's Degree in Social Sciences, Business Administration, Public Administration, Criminal Justice, or a related field that qualifies the person to manage and supervise the delivery of trial court services is required.

AND

·         Eight (8) years of supervisory experience working with trial court staff is desirable. 

·         Working knowledge of Michigan Court Rules.

·         Working knowledge of State Court Administrative Office (SCAO) Rules and Regulations.

·         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.  

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

·         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.

·         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.                       

·         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.    

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.