DEPUTY COURT ADMINISTRATOR

Description

This position assists the Court Administrator in managing, supervising, coordinating and directing the performance of duties associated with the day-to-day administrative management of the Municipal Court; performs work of considerable difficulty and accountability in ensuring overall operations conform to established legal, court and regulatory standard associated with the Municipal Court; assists the Court Administrator in providing guidance in a variety of complex professional, administrative, supervisory and technical court functions involved in maintaining the court records and systems of the City of Columbia Municipal Court; supervises all areas of court personnel ensuring compliance with all applicable policies, procedures, laws and regulations; and performs related professional, administrative, and supervisory work as required. The incumbent works within broad policy and organizational guidelines and does independent planning and implementation, reporting progress of major activities through periodic conferences and meetings.

The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis, 20 pounds occasionally, or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: repetitive motion, speaking, talking, and visual acuity.

Work environment involves exposure to no known environmental hazards; and is dynamic that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

Essential Job Functions

• Assists the Court Administrator in the development, monitoring and administration of the departmental budget; recommends and implements budget strategies; provides analysis and advice; submits budget adjustments, payment and expenditures reports and prepares analytical and statistical budget reports; initiates all purchase requisitions for the department and oversees all workflow functions as directed by the Court Administrator;
• Supervises subordinate staff; supervisory duties include instructing, assigning and reviewing work, maintaining standards, coordinating activities, assist in selecting new employees, allocating personnel, acting on employee problems, approving employee discipline and discharge as appropriate. Reviews the work of subordinates for completeness and accuracy; makes recommendations for improvement as necessary to the Court Administrator; offers training, advice and assistance as needed;
• Assists and advises on the development, research and implementation of departmental policies and procedures;
• Oversees employee work schedules to ensure adequate coverage and control; approves/processes employee concerns and problems and counsels and discipline as appropriate;
• Provides for adequate staff training and development opportunities to include registering employees for training and conferencing and handling all travel arrangements;
• Assist in coordinating case scheduling and tracking; allocates personnel and resources to accomplish the orderly processing of court cases; investigates problems that affect case flow and makes recommendations for corrective measures;
• Oversees and participates in the preparation, indexing and maintenance of accurate, complete and confidential court records;
• Directs the maintenance, retention and disposal of public records for the City of Columbia Municipal Court;
• Acts as Clerk of Court for the Municipal Court regarding issuance of subpoenas, receives service of Notice of Appeal and receives affidavits requesting to be excused from jury duty;
• Assists defendants, complainants, attorneys, solicitors, court personnel, law enforcement personnel, jurors, and others in completing various legal forms as required for court;
• Ensures that all fines and fees due the court are collected and processed accurately and in a timely manner and is the back-up person for all accounting functions;
• Coordinates Municipal Court matters with those of S.C. Court Administration, other courts, City/County divisions and departments, outside agencies and communicates with staff from other courts to align court operations with best practices;
• Attends City Council and judges’ meetings in the absence of the Court Administrator;
• Performs general administrative and clerical duties as required, including but not limited to typing reports and correspondence, copying and filing documents, ordering and maintaining office supplies and equipment, entering and retrieving computer data, sending and receiving faxes, answering the telephone, etc.;

• Receives and responds to employee / public inquiries, concerns and complaints regarding policies and procedures in areas of responsibility and answers all Freedom of Information Act (FIOA) requests;
• Attends staff, committee and City meetings as required;
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills; and
• Performs other related duties as assigned.

Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Bachelor of Arts degree in public administration, human resources, law, organizational development or a related field. A Master’s degree preferred.
• Eight (8) years of relevant prior experience;
• Three (3) years of supervisory experience;
• Valid South Carolina Class “D” Driver’s License.

Knowledge, Skills, and Abilities

• Extensive knowledge of the criminal justice system especially in court processes;
• Knowledge of personal computer and peripheral equipment with skill in the use of Microsoft Office preferred, and utilizing Outlook, word processing, spreadsheet and PowerPoint software programs;
• Ability to express ideas clearly and concisely both orally and in writing;
• Ability to multi-task with strong organizational and interpersonal skills;
• Ability to coordinate or determine time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities;

• Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;
• Ability to handle or use 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;
• Ability to perform coordinating work involving guidelines and rules, with constant problem-solving;
• Ability to read journals, manuals and professional publications; speaking informally to groups of co-workers, staff in other organizational agencies, the general public, people in other organizations; presenting training; composing original reports, training and other written materials using proper language, punctuation, grammar and style;
• Ability to perform professional-level work requiring the application of principles and practices in a wide range of administrative, technical or managerial methods in the solution of administrative or technical problems; or the coordination of entry-level managerial work; requires general understanding of operating policies and procedures and the ability to apply these to complex administrative problems; requires continuous, close attention for accurate results or frequent exposure to unusual pressures; and
• Ability to guide others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

The City of Columbia is proud to offer a complete benefits package to full-time employees. This package includes health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time or temporary employees, including interns, are not eligible for City benefits.






































To learn more details, visit our benefits page at:
https://hr.columbiasc.gov/benefits/