Court Administrator

POSITION SUMMARY     

The Court Administrator shall act as the department head for the Municipal Court and is responsible for providing support for the Municipal Court of Stonecrest. The Court Administrator will oversee and manage the various administrative functions of the court. This position assists and carries out clerical tasks in the municipal court of law by being responsible for accounting and reporting court session attendance. Work involves coordinating court docket, assisting the Judge with court proceedings, processing court cases as directed by the Judge, and maintaining the Recorder’s Court records in accordance with prevailing laws,

policies, and procedures. This position is responsible for supervising the activities of all subordinate staff assigned to the Office of the Court of Clerk and serves as a liaison between the Municipal Court, the Judge, and the Executive and Legislative branches of the government. 

 MAJOR DUTIES AND RESPONSIBILITIES

This position requires knowledge of proper judicial and court processes with a high level of confidentiality and problem-solving skills, and the ability to provide accurate, timely, and courteous customer service. The Court Administrator position is the department head for the Municipal Court and serves as Clerk of Court. This position is responsible for administrative oversight, planning, and coordinating the Municipal Court.

Informs and advises the City Manager and Judges on all departmental issues affecting the City; provides advice support, and information to other department heads.

Manages all Municipal Court services and activities; leads, plans, coordinates and directs administrative services involving highly complex limited jurisdiction court functions in fiscal management, automation, personnel administration, case flow management, record and information management and research and advisory services.

Manages the development and implementation of Municipal Court goals, objectives, policies, and priorities for each assigned service area; recommends and administers policies and procedures.

Assigns or supervises and directs the work of all non-judicial employees of the Municipal Court Department’s office; directs personnel management including recruitment, hiring, training, performance evaluation, coaching and counseling. Plans, directs, and coordinates, through subordinate level.

Oversees and participates in the development and administration of the Municipal Court budget: approves expenditures and implements budgetary adjustments as appropriate and necessary.

Supervises, directs, and reviews the preparation of all financial accounts, records, and daily transaction reports of Municipal Court.

 Organizes and distributes court calendars, schedules, and judges’ travel itineraries

 Issues contempt of court letters and generates warrants as authorized by Judge.

 Acts as a liaison for the court with the public regarding the court’s activities.

Hires and trains court employees and support staff.

Conducts performance evaluations that are timely and constructive.

Handles discipline and termination of employees as needed and per policy

Notifies defendants, witnesses, and attorneys of court dates and provides routine court related information to the public.

Reconciles all court fines and all payments received and makes weekly deposits.

Records case disposition, court orders, and arrangements for payment of court fees.

Sends court cases, reports, tracking sheets, and other information to other courts and agencies as required by laws and existing procedures.

Serves as liaison between the Municipal Court, Police Department, Probation Office, and bond companies.

Prepares monthly reports to the City Manager

Supervises the development, implementation, and maintenance of the Court Records

Systems/database management and reporting functions.

Oversees the financial aspect of court operations, including the collection and receipt of fines and fees, cash bond collections, bond disbursements and bond forfeitures of cash.

Oversees the preparation of dockets, issuance and recalls of warrants and preparation and maintenance of accurate and detailed files and records.

Implements and supervises the audit techniques and processes of the Municipal Court to ensure the accuracy and integrity of the financial data being entered into and retrieved from the Municipal Court database and the City’s financial management system.

Ensures cases not heard in this court are forwarded to correct agency, maintaining record of said cases for State and Superior Court.

Certifies court records and testifies in court as required.

Coordinates with prosecuting attorneys in setting cases.

Resolves complaints on court-related matters from the public, law enforcement, attorneys, and others.

Performs all other duties as required.

MINIMUM QUALIFICATIONS

 Knowledge, Skills, and Abilities:

• Knowledge of court procedures to provide a base for understanding the court system, including court recordkeeping.
• Knowledge of legal terminology.
• Knowledge of legal documents.
• Knowledge of procedures involved in processing citations, warrants, summonses, and other court matters.
• Knowledge of modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.
• Knowledge of financial data including cash reconciliation, invoices, budgetary information, and procedures.
• Knowledge of applicable laws, regulations and procedures governing the operation of the Municipal Court Clerk’s Office.

• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Ability to implement and maintain standard filing systems; use both numeric and alphabetical filing systems; and maintain manual and computerized records..
• Ability to make sound and reasonable decisions in accordance with laws, ordinances, regulations, and established procedures.
• Ability to maintain confidential information when required by legal or ethical standards.
• Ability to work independently as well as in a team environment.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience:

Bachelor’s degree in Public or Business Administration or closely related field with course work in legal, judicial or court administration. A minimum of five (5)  years of progressively responsible related administrative experience to include at least three (3) years supervisory experience, or an equivalent combination of education and/or court experience may be accepted. 

Preferred candidate should have experience in court operations, accounting or budget/funding administration, auditing principles as well as experience in records management systems operations.

Licenses or Certifications:

Must possess or be able to obtain the following certifications:

• Institute for Criminal Justice Education (ICJE) Municipal Clerk

• Possession of or ability to obtain the Georgia Crime Information Center (GCIC)Terminal Agency Coordinator (TAC) certification within one year of date of hire.
• Possession of or the ability to obtain a Georgia Commission as a Notary Public in thirty (30) days.
• Possession of a valid State of Georgia driver’s license.

• Successful completion of Georgia Crime Information Center Security and Awareness training within 60 days of hire date.

 PHYSICAL DEMANDS

Visual acuity in both eyes, normal color vision, good accommodation and no field deficits; hear in-person, radio and telephone conversations; recognize differences or changes in sound patterns, loudness or pitch; speak audibly and clearly; identify and distinguish smells of different materials; sit or stand for prolonged periods; walk, run, kneel, stoop, crawl and crouch; make precise and coordinated finger, hand and limb movements; maintain uniform, controlled hand-arm posture or movement; lift and carry boxes of evidence and/or supplies (average 50 pounds). 

• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

 WORK ENVIRONMENT

The court caseload that must be processed daily and the nature of the subject matter causes the environment to be high-pressured and fast-paced and dealing with the public can be stressful.  The employee must be able to handle multiple tasks while maintaining the administrative productivity of the department.  On plea days the court may process as many as 500 cases in a single court date and employee must be able to work beyond regular hours as needed.  Many situations in the municipal court are unpleasant and the court administrator must be able to disarm potentially explosive situations with tact and diplomacy.  The workload is heavy and consistent.  The Court Administrator must be able to handle several tasks simultaneously and accurately.