Deputy Summary Court Manager

The purpose of the class is to coordinate and manage all administrative and financial functions of assigned Magistrate’s Court; to ensure the maintenance of efficient and effective office operations; to supervise subordinate clerical personnel as assigned, and to perform related work as assigned. This class works within broad policy and organizational guidelines and does independent planning and implementation, reporting progress of major activities through periodic conferences and meetings.

The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

Coordinates and manages administrative and financial functions of an assigned Magistrate’s Court, ensuring compliance with all applicable policies, procedures, laws, regulations and standards.

Assists in developing, recommends, implements and enforces administrative policies and procedures to ensure efficient and effective daily operations.

Supervises subordinate clerical staff as assigned; supervisory duties include scheduling, instructing, assigning and reviewing work, maintaining standards, coordinating activities, allocating personnel, selecting new employees, acting on employee problems, and recommending employee discipline as appropriate. Reviews the work of subordinates for completeness and accuracy; evaluates work performance and makes recommendations for improvement; offers training, advice and assistance as needed.

Maintains department payroll / leave records.

Assists in the preparation of and administers the annual budget; monitors expenditures and revenue; supervises and participates in general bookkeeping duties, and prepares related reports as required.

Oversees facility maintenance; initiates repairs as needed; maintains inventory of court property.

Organizes the court calendar, coordinating with judges, law enforcement personnel and attorneys to schedule hearings and court dates; notifies all appropriate parties; prepares daily court docket; schedules use of facilities; makes arrangements for judges’ travel itineraries.

Supervises daily jury administration and activities, including but not limited to preparing juror summonses, issuing juror payments, etc.

Assists in the courtroom as needed.

Opens, closes and supervises the proper maintenance of all cases.

Supervises the maintenance of accurate, up-to-date and complete court records; prepares and organizes files; shreds confidential or obsolete documents as necessary; releases records to authorized individuals in accordance with established guidelines; conducts all records management activities in compliance with records retention guidelines.

Assists the public in retrieving recorded information; researches department files, court/legal records, database records, electronic data sources, Internet sites and other sources for requested information as needed.

Supervises the use and maintenance of computer record-keeping systems; enters civil and criminal case information; reviews data entries for accuracy and directs corrections as needed; provides system user training and support as needed.

Supervises and participates in the collection, receipt and posting of court fees and fines; balances accounts and prepares bank deposits.

Answers the telephone; provides accurate information and assistance to callers and/or forwards calls to appropriate personnel; takes messages as necessary; greets and assists office visitors.

Compiles data for and prepares a variety of records and reports required by the department, County and/or other agencies.

Performs general clerical duties as required, including but not limited to copying and filing documents, entering and retrieving computer data, sending and receiving faxes, processing mail, ordering office supplies and equipment, preparing spreadsheets, maintaining filing systems, etc.

Receives and responds to inquiries, requests for assistance and complaints in areas of responsibility.

Attends training, meetings, seminars and/or workshops as required to enhance job knowledge and skills.

DATA INVOLVEMENT:

Requires planning or directing others in the sequence of major activities and reporting on operations and activities which are very broad in scope.

PEOPLE INVOLVEMENT :

Requires supervising or leading others by determining work procedures, assigning duties, maintaining harmonious relations and promoting…