Deputy Court Administrator

Position Information

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides information, analysis, advice, and recommendations on administrative matters to the Circuit Court Administrator and performs related work as individually assigned by the Judges.

Assists the Circuit Court Administrator with trial court administration, research and planning, statistical analysis and reporting of management information, juvenile justice coordination, personnel management and training, budgeting, financial control, analysis of administrative methods, procedures, systems facilities and facility safety.

Assists the Circuit Court Administrator with managing the fiscal affairs of the courts, including state and federal grants.

Assists the Circuit Court Administrator with functional administration and oversight of the courts’ enterprise case management system, including Tyler Technologies’ Justice Enterprise (Odyssey). Coordinates with judges, the Clerk of Court, County IT, and vendors regarding system configuration, user roles and security permissions, workflow functionality, system upgrades, testing, training, and ongoing operational support. Assists in identifying system needs, developing and delivering user training, and ensuring continuity, data integrity, and effective system utilization across all courts.

Assists the Circuit Court Administrator with management and oversight of courtroom technology systems, including evidence presentation systems, Infra-Red court interpreter systems, and assistive listening systems. Coordinates with judges, attorneys, vendors, and County IT to ensure systems are operational,

standardized, and functioning effectively; troubleshoots issues; develops and delivers training for attorneys and other court users; assists with planning, upgrades, documentation, and vendor coordination to support reliable courtroom operations and ADA accessibility.

Processes a variety of documentation associated with court operations, within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.

Performs office management functions; coordinates daily activities of Court Administration staff, prepares monthly bailiff schedules and creates weekly and quarterly reports in order to monitor hours worked; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information among court personnel; coordinates, conducts, or attends staff meetings to review plans, progress, budgets, and other activities. Remains on-call at night and on weekends for bailiff scheduling.

Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, purchase requisitions, purchase orders, credit card reports, budget documents, statistical reports, work orders, letters of appointment, meeting notices, agendas, meeting minutes, notices, advertisements, proclamations, resolutions, court calendars, court orders, legal documents, accusations, indictments, trial notices, warrants, bond forfeitures, production orders, subpoenas, command directives, or other documents.

Receives various forms, reports, correspondence, logs, lists, schedules, calendars, credit card statements, budget reports, invoices, bid documents, statistical data, time sheets, court calendars, open records requests, chart of accounts, minute books, catalogs, laws regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Uses technology, enterprise information systems, and standard office applications to enter, retrieve, review, and modify data; verifies accuracy of information and makes corrections as needed; utilizes the Odyssey case management system and other enterprise applications, along with word processing, spreadsheet, database, presentation, calendar, Internet, e-mail, and related software in support of court operations.

Maintains file system of various files/records for the courts; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Performs general clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, or processing outgoing mail.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Communicates with supervisor, employees, other departments, County officials, court personnel, attorneys, defendants, victims, vendors, financial institutions, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Attends various meetings as needed.

Maintains confidentiality of departmental documentation and issues.

Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

ADDITIONAL FUNCTIONS

Performs general tasks, which may include delivering documentation to/from other offices

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

Minimum Qualifications