Deputy Administrator/ Criminal Division Director

Summary

JOB SUMMARY:

The Deputy Court Administrator assists the Court Administrator in planning, implementing, and managing the daily operations of the District Court.

This is a management position for Grays Harbor District Court with supervisory responsibility over all Criminal Division staff. The Criminal Division Director is responsible for supervising the Criminal Division including misdemeanors, gross misdemeanors and municipal court infractions.

Essential Duties

DUTIES:

1. In the absence of the Court Administrator, assume the responsibility for court staff operations, performing all functions and duties.

2. Manage statistical and other data collection as directed by Court Administrator.

3. Manage public information including court web site and informational pamphlets.

4. Responsible for the management and administration of the JIS computer system and CLS-CMS computer system.

5. Manage the JIS BIT and Tutorial programs. 6. "Case compliance manager" for the criminal, civil and probation departments and will be responsible for supervision of delegated case compliance and other report maintenance duties.

7. Maintain staff time sheets and personnel folders for county auditor.

8. Responsible for judicial case scheduling and documenting the appointment of temporary judges (Judges Pro Tempore).

9. Maintenance of file storage facility and the destruction of appropriate files. 10. Perform other work in all departments as necessary.

11. Assist the Court Administrator with duties including inventory, case records, accounts payable, case management and the Judicial Information System.

12. Provide work direction to staff including reviewing work for accuracy and compliance, coordinating workflow, monitoring workload and coverage and leading the division through change in conjunction with the Court Administrator and Judicial direction.

13. Supervise, evaluate and train all levels of the civil division staff in collaboration with the Court Administrator.

14. Communicate with management on work progress, personnel issues, backlogs and assist staff in meeting performance standards.

15. Determines goals and develops and implements strategies to accomplish criminal division plans.

16. Maintain collaborative working relationship with judicial officers, prosecuting attorneys, defense attorneys, law enforcement and other team members and community stakeholders to increase efficiencies and ensure fair and timely processing of court cases.

17. Serve as a subject matter expert and resource for division staff using advanced knowledge, expertise and independent judgment to answer questions, address complex, unique and/or urgent case processing situations and independently resolve problems with limited, conflicting or no guidance.

18. Compile, analyze, report and monitor processes for the purpose of identifying trends, issues and proactively making recommendations to supervisors for improvements.

19. Develop and oversee staff training and related materials, lead or coordinate division meetings and guide local efforts for district court and/or statewide projects to ensure deadlines are met.

20. Process criminal bankruptcy claims including filing proof of claims through the bankruptcy courts and monitoring collections on accounts.

21. Perform the full range of court operations work within the assigned division using case management software and related applications and equipment. Provide input on workflow and process improvements; make suggestions for improved methods using technology.

22. Provide excellent customer service to the public, stakeholders and other staff in person, over the telephone and through email.

23. Attends and actively engage in trainings on bias, equity, inclusion and allyship.

24. Maintain regular, predictable, and punctual attendance during regularly scheduled work hours at assigned worksite.

25. Performs other related duties and/or special projects as required.

26. Oversees Criminal Division compliance with applicable policies and procedures and verifies monetary collection procedures.

27. Provides requested reports and/or information to the Court Administrator regarding Criminal Division.

28. Supervises criminal division employees for completeness and accuracy of court records, answers procedural questions for staff, works with supervisor and division staff to develop and implement new procedures and responds to changes in the law.

29. Reviews and supervises criminal division staff's use of court and case management computer software and data, prepares necessary reports, monitors accuracy and completeness of data and identifies and implements training, policy and procedural changes as necessary for complete, accurate and timely entry of data.

30. Participate in the District Court management team.

Qualifications

MINIMUM QUALIFICATIONS:

? Associate's Degree or greater from an accredited college or university in business, communications, judicial administration, public administration or related field and at least two years of office and administrative experience OR Any combination of training and work experience within the court system, legal or criminal case processing which indicates possession of the knowledge, abilities and skills necessary to successfully fulfill the duties of this position.

? A valid Washington State driver's license and acceptable driving record.

? Must pass a criminal background check.

? Must be bondable.

KNOWLEDGE, SKILLS & ABILITIES:

1. Comprehensive knowledge of statues and rules governing the operation of the District Courts.

2. Knowledge of effective office management practices.

3. Ability to organize work and meet established deadlines.

4. Ability to plan, organize and supervise personnel engaged in work requiring accuracy and attention to detail.

5. Ability to manage various-sized clerical unity;

6. Ability to follow oral and written instructions.

7. Ability to establish and maintain effective working relationships with co-workers, public officials and the general public.

8. Ability to work effectively under pressure.

9. Skilled in the use of standard office machines and equipment;

10. Accurately and completely enter, update, retrieve, prepare and process court related information, data and documents using court computer systems and software including JIS, DISCIS, and all CLJ-CMS.

11. Skilled in the use of Microsoft Office programs including Word and Excel.

12. Skilled in the use of standard office machines and equipment;

13. Skilled in attention to detail and accuracy.

Supplemental Information

WORKING CONDITIONS:

Work is primarily performed in an office environment, with varying degrees of noise and temperament of people. Physical requirements include, sitting, standing, walking, reaching, pushing, pulling, a sense of touch, finger dexterity, ability to grip with hands and fingers, ability to hear voice conversation, ability to speak and the ability to read existing records in their original and stored formats. Occasionally, there is a need to lift up to 20 lbs.

GRAYS HARBOR COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

The statements contained herein reflect general details describing the principal functions of this job, the level of knowledge and skills typically required, and the scope of responsibility. They are not an all-inclusive listing of duties and responsibilities, and the incumbent may perform other duties as assigned.