Deputy Summary Court Manager

Job description

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. ESSENTIAL TASKS 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. INVOLVEMENT WITH DATA, PEOPLE, AND THINGS 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 efficiency. INVOLVEMENT WITH THINGS : Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner. COGNITIVE REQUIREMENTS REASONING REQUIREMENTS : Requires performing supervisory work involving policy and guidelines, solving both people- and work-related problems. MATHEMATICAL REQUIREMENTS : Requires using addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages. LANGUAGE REQUIREMENTS : Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form. MENTAL REQUIREMENTS : Requires doing specialized technical or entry-level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized technical or professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure. VOCATIONAL/EDUCATIONAL AND EXPERIENCE PREPARATION VOCATIONAL/EDUCATIONAL PREPARATION : Requires Associate’s degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in paralegal studies, office administration, accounting, business or a closely related field. SPECIAL CERTIFICATIONS AND LICENSES : Must possess a valid state driver’s license. EXPERIENCE REQUIREMENTS : Requires five years of administrative / accounting experience in a legal environment. AMERICANS WITH DISABILITIES ACT REQUIREMENTS PHYSICAL AND DEXTERITY REQUIREMENTS: Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. ENVIRONMENTAL HAZARDS : The job risks exposure to no known environmental hazards. SENSORY REQUIREMENTS : The job requires normal visual acuity and field of vision, hearing and speaking ability, and color perception. JUDGMENTS AND DECISIONS JUDGMENTS AND DECISIONS : Responsible for actions of others, requiring almost constant decisions affecting co-workers, customers, clients or others in the general public; works in a moderately fluid environment with guidelines and rules, but frequent variations from the routine. ADA COMPLIANCE Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. Compensation Minimum: $25.12