Court Administrator

Job Title: Court Administrator

Department: Municipal Court

Hours: Full-Time

Job Description:

Job Title: Court Administrator Department: Municipal Court

Class: 305 Pay Group: 15

FLSA Status: Non-exempt EEOC Category: Clerical

Reports To: City Manager or Designee

Objective

To maintain accurate records of court transactions, activities and Supervise and Coach the staff to ensure that the Court’s policies, procedures are followed.

General Statement of Duties

Plans, directs, and supervises all court operations excluding judicial duties. Provides administrative support to the Presiding Municipal Court Judge.

Essential Duties and Responsibilities

Responsible for prioritizing, organizing, planning, directing, staffing and controlling the operation of Municipal Probation.
Performs a wide variety of routine and complex supervisory, administrative and clerical tasks for the court.
Ensure that the Court’s the Judges’ and the public’s needs are met and that the State, County and Court legal processes, policies, procedures are followed.
Acts as a clerk for the court and Municipal Judge, responding to citizen inquiries by phone, mail, or in person and refers calls to proper personnel;
Sets up appointments and prepares correspondence, forms, reports, and subpoenas for judge;
Creates and/or maintains a filing system;
Posts traffic and jail violations, dispositions and appeals, and bond entries;
Oversees the use and maintenance of municipal court computer software and hardware;
Receives, sorts and distributes mail;
Operates office machines;
Orders and maintains all supplies;
Compiles and mails all monthly and annual court-related reports;
Notarizes all complaints for warrants;
Prepares subpoenas for witnesses and parents;
May take initial guilty/not guilty pleas;
Prepares packet material for cases to be heard by Judge;
Dockets all citations, jail complaints and final dispositions;
Schedules pretrial hearings;
Prepares and mails jury summons, escorts jurors to chambers, notifies jurors of cancellation of case and compiles a list of jurors and payment due;
Confers with police personnel regarding warrants and notifies police personnel of required court appearance;
Confers with attorneys regarding scheduling matters on cases taken to trial;
Notifies defendants, attorneys, bondsmen and witnesses of trial date and time;
Notifies defendant concerning “Failure to Appear”, defensive driving courses, or delinquent tickets;
Sets up “docket call”, removing cases that are alleviated by pleas of completion of defensive driving course; and
Records court dispositions and prepares materials for appeal to county court.
Coordinate and set up meetings.
May attend meetings and events of local, regional, and state organizations
Performs such other duties as may be assigned.

Competency

To perform the job successfully, an individual should demonstrate the following competencies:

Problem Solving – Identifies and resolves problems in a timely manner; develops alternative solutions; uses reason even when dealing with emotional topics.
Project Management – Communicates changes and progress; completes projects on time and within budget.
Technical Skills – Assess own strengths and weaknesses; strives to continuously build knowledge and skills; shares expertise with others.
Customer Service – Manages difficult or emotional situations; responds to requests for service and assistance; meets commitments.
Interpersonal Skills – Focuses on solving conflict; 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; participates in meetings.
Written Communication – Writes clearly and informatively; able to read and interpret written information.
Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests.
Leadership – Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others.
Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
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.
Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values.
Judgment – Exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
Motivation – Demonstrates persistence and overcomes obstacles; measures self against standard of excellence; takes calculated risks to accomplish goals.
Planning and Organization – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.
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; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Quantity – Completes work in a timely manner; strives to increase productivity; works quickly.
Safety and Security – Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe or unsecure 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 and Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Dependability – Follows instruction, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
Innovation – Meets challenges with resourcefulness; generates suggestions for improving work.

Supervisory Responsibilities

Supervises Court Clerks

Required Knowledge, Skills and Abilities

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 fellow employees. Basic mathematical skills, ability to add, subtract, multiply and divide. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems. Must be computer literate. Bilingual preferred.

Physical Ability

Tasks involve the ability to sit for extended periods of time, the use of hands to handle or feel, and the lifting, carrying, pushing, and/or pulling of heavy objects and materials (10-25 pounds).

Sensory Requirements

Tasks require the ability to adjust focus between close and distant objects and the ability to communicate orally.

Environmental Factors

Tasks are completed in a normal office environment with moderate noise.

Experience and Training

One year certificate from college or technical school or three to six months related experience and/or training.

Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.

Experience with Cardinal preferred.

Certificates and Licenses Required

Valid Texas Driver License

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