Court Administrator

Salary depends on experience, position open until filled. SUMMARY OF WORK: Under limited supervision, performs moderately complex clerical and secretarial duties; work varies and requires individual judgment within well-defined legal procedures in the preparation and assembling of documents for the City Court. Requires contact with the public requiring appropriate business attire, professionalism and involving communication of complex information with confidentiality. JOB CHARACTERISTICS: Nature of Work: This position receives and processes citations and fines; performs bookkeeping and record keeping duties, maintains the court docket and court records. Position requires attention to accuracy, detail, and timeliness. Position must maintain a high level of confidentiality. Personal Contacts: Frequent contact with the public, state and county offices, attorneys, bail bond agencies, schools, and with law-enforcement agencies. Supervision Exercised: Oversees part-time clerks in conjunction with Judge. Essential Functions: Ability to prepare correspondence and court forms; answer the telephone; communicate orally and in writing; assist in the courtroom; manage files and records; perform banking duties; maintain court calendar; operate office equipment. This position must be physically able to walk and talk, use listening and speaking skills, reach and handle objects with hands and arms, perform manual dexterity including writing and typing, use visual eyesight including far and near, and lift and move records and files. AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE: In accordance with all applicable statues and procedures as established by law or the Judge. • Perform routine administrative work to ensure the court operates with efficiency, accuracy, confidentiality and in accordance with standard operating procedures and laws. This includes answering phones, receiving the public, providing customer assistance, cashiering, performing data entry and word processing, bookkeeping, picking up mail, and processing outgoing mail. • Performs a variety of courtroom related tasks; schedule and coordinate court proceedings; administer oaths; perform duties and operate video equipment in courtroom proceedings. • Coordinates hearings with judge and other parties; Responds to requests from City Judge, City Attorney, Public Defender, Police Department and others for assistance and information. Prepares court dockets and files; prepares and maintains appropriate calendars. • Process all traffic and criminal citations issued; maintain documentations of all records of proceedings; Record dispositions on all cases and distribute to appropriate agencies or entities. Issue and maintain proper civil forms and process temporary and permanent orders of protections. • Responds to counter, telephone, and written inquiries. Provide professional, courteous customer service. Provide proper forms and accurate instructions to public. Maintain high level of strict confidentiality of sensitive and/or statutorily protected information. Comply with ethical rules set forth in the Montana Code of Judicial Conduct. Keep informed of legislative changes and understand Constitutional rights. • Process monetary transactions; collect and process all monies received; disburse funds; prepare daily bank deposits; and weekly and monthly reports; receipts filing fees for cases. • Sets up and maintains time pay, community service, and restitution. Maintains accounting records of court fines and fees. •. Processes documents and prepares reports for state and local agencies. Create various orders including, but not limited to warrants, setting hearings, as directed by judge. Initiates warrants and drivers license suspension forms. • Assists Judge with yearly budget preparation. Monitors office expenses: order all needed supplies with authorization. • Oversees and directs jury selection; performs related duties to ensure juries are properly handled. •Occasionally serve as Judge Pro Tempore: as designated by the Judge, act on Judges behalf in signing routine orders and presiding over Court for inmates in detention, advisement of rights, and setting bond and release conditions pursuant to statute. • Performs other related duties as required. JOB REQUIREMENTS: KNOWLEDGE: The job requires knowledge of office management systems; filing and records maintenance procedures; bookkeeping and accounting procedures; court policies and procedures; and a working knowledge of legal terminology, statutes and case law, court deadlines, and court documents. SKILLS: This position requires skills in the use of a computer, calculator, office machines, and the state-owned computer software. The job requires skill in multitasking, active listening, speaking so others can clearly understand information that is unfamiliar, reading comprehension, writing, typing a minimum of35 words per minute, critical thinking, and time management. ABILITIES: This position requires the ability to: maintain schedules; organize; maintain standards of accuracy and confidentiality; be self-motivated; work with minimal supervision; complete projects; deal effectively with stress and agitated people; perform more than one task at a time; acquire knowledge of legal procedures and court terminology; deal patiently and tactfully with the public; communicate effectively orally and in writing; follow verbal and written instructions; and to establish effective working relationships with fellow employees, supervisors, and the public. OTHER: Must successfully pass background check. EDUCATION AND EXPERIENCE: The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to: • A High School diploma or GED equivalent. • One year post-secondary secretarial and accounting course work preferred. • Two years office or legal related experience preferred. JOB PERFORMANCE STANDARDS: Evaluation of this position will be based primarily upon the preceding job description requirements and duties. The job performance standards include, but are not limited to the following: • Competently establishes and maintains dockets, records, and case files for the court. • Effectively schedules and maintains court calendar. • Maintains accurate records in accordance with legal requirements. • Process and distribute all monetary transactions efficiently in accordance with established court guidelines. • Competently maintains court documents, computer system and filing system. • Proficiently prepares necessary paperwork for cases and files. • Maintain a high level of strict confidentiality of sensitive information and statutorily protected information and comply with ethical standards. • Observes work hours and demonstrate punctuality. • Gain knowledge of clerks manual, best practices standards, and MCA statutes and laws. • Provide professional and courteous customer service to the public in a manner that reflects the impartiality of the judicial system. • Establishes and maintains effective working relationships with fellow employees, supervisors, and the public.