What are the responsibilities and job description for the Assistant Court Administrator position at City of Kent, WA?
Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
Kent Municipal Court is seeking a dedicated and results-oriented Assistant Court Administrator to join our team. This key position will work closely with the Court Administrator in overseeing all aspects of court operations. The successful candidate will possess strong leadership, organizational, and communication skills, and a thorough understanding of court procedures and best practices. Candidates should be familiar with court accounting and collections, and human resource methods and principles. They must be comfortable working in a fast-paced, ever-changing environment and have experience in managing multiple projects simultaneously. The ideal candidate will be a strong leader with a proven ability to effectively manage and motivate staff.
**A cover letter and resume are required with your online application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**
Applications will be accepted for this position through Friday, February 14.
This recruitment may utilize multiple steps to narrow down the applicant pool. Interviews are tentatively scheduled for the week of February 24-28.
There is one (1) full-time position that will be filled by this recruitment process. This is a benefited position that is not represented by a union.
SALARY:
$10,750.00- $13,089.00 monthly, depending on experience
For a listing of benefits, please use the following link:
Employee Benefits | City of Kent (kentwa.gov)
GENERAL PURPOSE:
The Assistant Court Administrator works under the direction of the Court Administrator and is responsible for planning, organizing, and overseeing daily operations of the Kent Municipal Court. The Assistant Court Administrator assists with implementing policies and procedures and overseeing financial operations of the City of Kent and Maple Valley Municipal Court.
This position provides highly responsible professional non-judicial assistance to the Presiding Judge, Assistant Presiding Judge, Court Administrator, and Judge Pro tempores. Oversees the timely and accurate administration of court services and functions relating to the operation of the Kent and Maple Valley Municipal Court. Responsible for the leadership, personnel management, and development of court staff.
Acts as the Court Administrator and attends all meetings in the absence of the Court Administrator.
Distinguishing Characteristics: This position works with and keeps the Court Administrator informed of progress, potentially controversial matters, or possible work plan implications. Work is performed under limited supervision and in accordance with professional standards in the management of the Court. The Assistant Court Administrator acts as the Court Administrator in their absence. Work is performed in accordance with professional standards, court policies and procedures, city ordinances, state regulations and court rules to provide highly responsible professional leadership in the management of the court. Responsible for leading, planning, implementing, and work assignments involved in managing the non-judicial, daily operations of the Municipal Court.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Collaborates with the Court Administrator, Presiding Judge, and Assistant Presiding Judge to develop short and long-range goals, strategic plans, best practices, and projects; oversees the implementation of plans to ensure adherence to Washington State's judicial and court standards, laws, rules, regulations, and statutes. Formulates and recommends organizational changes for improving court operations.
- Provides leadership and highly responsible, technical, and complex knowledge of court operations while planning, implementing, and managing the daily operation of the court.
- Manages court personnel including but not limited to interviewing, hiring, and training. Addresses complaints, resolves disputes, maintains personnel files, appraises performance, and recommends promotions, disciplinary actions, and terminations as appropriate.
- Implements organizational changes, performs management responsibilities in accordance with policies, procedures, and applicable laws.
- Oversees the confidentiality, maintenance, retention, and disclosure of records and documents in accordance with applicable rules, laws, and regulations.
- Maintain user profiles and add profiles for new court staff and approved court users into the Case Management system.
- Manage and oversees Court authorized grants.
- Supports in the planning, implementation, and management of non-judicial, day-to-day operations of the court, including providing court services for the contracting cities.
- Manages maintenance of the building and equipment with Facilities, IT, and outside vendors.
- Represents the court as an independent branch of government with legislative and executive bodies.
- Investigates and facilitates citizen requests for service or complaints, and requests for information or public record in accordance with court rules and laws. Ensures appropriate and timely research, analysis, and response to public inquiries or complaints.
- Coordinates programs with all court divisions and other agencies concerning emergency planning and response including but not limited to other courts and the Administrative Office of the Courts.
- Informs and updates the Court Administrator, Presiding Judge, and Assistant Presiding Judge of operational conditions and identifies issues and opportunities for policy and procedure improvement.
- Responsible for financial functions of the court including payroll, accounts payable, accounts receivable, cash handling, and purchasing.
- Manages the court caseflow and records, including the preparation of required reports.
- Manages the jury program by generating, processing, and analyzing jury data reports including juror summons and qualification forms, and submitting attending jurors for payment issuance.
- Maintains security measures and issues affecting court operations, including planning, and reporting as required.
- Manages, coordinates, and provides guidance for staff on-site and off-site training; process and submit appropriate documentation for payment.
- Process, reconcile, and deposit daily court receipts. Research any discrepancies and adjust according to AOC guidelines. Record daily deposits, prepare required reports for the Finance Department, process monthly remittance to the State Treasurer, and audit month end reports and follow through with appropriate action.
- Serve as Interpreter Coordinator, submit Interpreter invoices for payment, and submit Interpreter reimbursement to the State.
- Monitor the Court’s trust account and determine bail/bond disposition in compliance with court policy, follow-through with bond forfeitures as ordered by the Court, mail certified letters to bond companies and notices to the Department of Licensing when appropriate, monitor and report volunteer statistics quarterly as required by Risk Management.
- Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.
- Actively support the City’s mission, vision, values, and goals of the City and department.
PERIPHERAL DUTIES:
- Performs functions as assigned in the City’s emergency response plan in the event of an emergency.
- Performs other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload.
SUCCESSFUL INCUMBENTS FOR THIS POSITION WILL:
HAVE THE KNOWLEDGE OF:
- Understanding of roles and responsibilities of courts and principles of judicial independence including General Rule 29 (GR29].
- Court operations and case maintenance.
- Washington State laws and court rules.
- Legal procedures applicable to the court.
- Court accounting and cash handling principles, techniques, and reconciliation.
- Principles and practices of governmental budgeting and accounting.
- Training principles and practices.
- OCourt, Laserfiche, Workday, Public Records Request, Zoom, JABS, JIS, ETP, BIT, VERRA, AV Capture All and other court specific applications.
- Code of Judicial Conduct, the duties of cooperation and confidentiality for court employees with regard matters involving the Commission on Judicial Conduct, and the Judicial Assistance Services Program (JASP).
- Americans with Disabilities Act (ADA), Washington Law Against Discrimination (WLAD), and General Rule 33 regarding requests for accommodation by persons with disabilities.
BE SKILLED IN:
- Strong organizational skills, with effective management and team-building skills.
- Positive leadership, problem solving, organization, and time management.
- Diffusing irate or combative individuals. Recognize potential danger and take appropriate action to ensure safety and security. Maintain professional composure during stressful situations.
- Communicate effectively both orally and in writing using high-level grammar, spelling, and composition with strong interpersonal skills.
- Administration, planning, supervision, organization, and effective supervisory and office management techniques.
HAVE THE ABILITY TO:
- Maintain high standards of professional ethics, upholding and promoting the independence, integrity, and impartiality of the judiciary and avoiding impropriety and the appearance of impropriety that might impugn the dignity of the court.
- Analyze and solve complex and technical financial accounting transactions in accordance with state laws and court rules.
- Facilitate and set court operating priorities.
- Guide, direct, schedule, and motivate subordinate employees.
- Maintain all ethical and professional standards of the court city and state.
- Research, comprehend, apply, and explain rules, regulations, policies, and procedures as applicable to court operations.
- Deal with the public with poise and tact in sometimes stressful situations.
- Establish and maintain a cooperative and effective working relationship with Judges, Court Administrator, Court Operations Supervisor, staff, prosecutors, defense attorneys, City, and outside agencies.
- Work independently under pressure, being flexible, enthusiastic, and self- starting in work assigned.
- Read, interpret, and follow rules, regulations, policies, and procedures.
- Prepare, analyze, proofread, edit, and maintain various comprehensive reports and business correspondence, update procedures.
- Recognize and correct safety and health hazards.
- Develop and implement new and improved methods.
- Establish and maintain effective working relations with employees and members of the public.
- Performs work diligently, efficiently, equitably, thoroughly, courteously, honestly, truthfully, impartially, without bias or prejudice, and with transparency.
- Maintain regular, reliable, and punctual attendance.
- Demonstrate a commitment to diversity, equity, and inclusion.
SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:
Education: Bachelor’s degree in business administration, public administration, or related field; and
Experience: Four (4) years of increasingly responsible experience working in a district or municipal court environment including at least two (2) years in a lead or supervisory capacity.
LICENSES AND OTHER REQUIREMENTS:
- Valid Washington State Driver’s License, or the ability to obtain one within thirty (30) days of employment
- Certified Court Manager (CCM) Certification is preferred, or ability to obtain within 6 years.
- Member of the District and Municipal Court Management Association
- Sign and abide by the Oath of Confidentially Agreement for Access to the Judicial Information System (JIS) Applications by the State of Washington Administrative Office of the Courts.
- Completion of a position relevant background check
- May be required to complete FEMA (NIMS) courses on Emergency Management
MACHINES, TOOLS AND EQUIPMENT USED:
Typical business office machinery and equipment used includes, but is not limited to, personal computer, multi-line telephone, fax machine, copy machine, calculator, and projector.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; talk or hear; and type on keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift up to 35 pounds.
Specific vision abilities required by this job include close, distance, and peripheral vision; depth perception; and the ability to adjust focus.
WORKING CONDITIONS:
Work is performed in an indoor office and courtroom environment within a municipal court, subject to multiple interruptions by telephone, interoffice activities, other employees, defendants, and the general public. While performing the duties of this job, the employee may occasionally be exposed to individuals who are distraught, irate, or hostile. The noise level in the work environment is usually moderate and may sometimes be loud.
Employees in this classification may be required to work varying shifts including nights and weekends as assigned by management.
The City of Kent is an Equal Opportunity Employer.
Salary : $10,750 - $13,089
