Assistant District Court Administrator

Position Description

The Assistant District Court Administrator is an executive level administrative position serving at the pleasure of and under general direction of the District Court Administrator/Clerk of Court. This position is responsible for performing roles as assigned by the District Court Administrator/Clerk of Court that involve the overall management, direction, planning, supervision, and efficient operation of the District Court. This position is responsible for assisting the District Court Administrator/Clerk of Court in the successful operation of the District Court. Duties may include, but are not limited to: oversee the administrative portion of courtroom operations including supervision of court clerks, case flow management, and proper evidence handling; oversight of Court security and is a liaison to other involved entities; research, plan, coordinate and implement a wide variety of administrative support activities; responsibility for budget development and fiscal management for areas of oversight, including the preparation and monitoring of expenditures of an approved fiscal year budget; may serve as the Acting District Court Administrator during extended absences of the District Court Administrator/Clerk of the Court.

The position works closely with the District Court Administrator/Clerk of the Court, District Court judges, other District Court personnel and outside parties to ensure the efficient operation of Court services, programs, functions, and activities.

Supervision Exercised

Exercises direct supervision over assigned management, professional, and clerical staff

Examples of Important and Essential Duties

Assumes overall management responsibility for the services and activities of the District Court, including the administration and operation of the various Court departments, offices, and functions.

Assists the District Court Administrator/Clerk of the Court and the District Court judges in developing, planning, and implementing goals and objectives for the District Court.

Recommends policy and procedural changes to the District Court Administrator/Clerk of the Court. Implements the directives and policies issued by the District Court Administrator/Clerk of the Court and the Chief Judge.

Assigns projects and program responsibilities to others and ensures success by meeting with supervisors and leading supervisors to identify and resolve organizational and operational problems.

Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors administrative and support systems; identifies opportunities for improvement; directs the implementation of changes.

Assists the District Court Administrator/Clerk of the Court in planning, organizing, and directing a variety of District Court services, activities, and programs; relieves the District Court Administrator/Clerk of the Court from the day-to-day routine associated with the operations of the District Court.

Provides administrative, executive assistance to the District Court Administrator/Clerk of the Court and the judiciary; conducts specific and comprehensive analyses on a wide range of District Court policies, procedures, and issues including organizational, administrative, management, funding, budget formulation and monitoring matters, facilities, policy, and procedural issues; researches, analyzes, presents, and implements recommendations; evaluates recommended changes of the organization policies and procedures.

Meets and confers with individuals and groups; interprets and explains the District Court programs, policies, and activities; reviews and responds to the District Court judges' requests for service and complaints; negotiates and resolves sensitive, significant, and controversial issues.

Manages the development and implementation of the goals and objectives, policies and priorities for each service area; establishes, in accordance with District Court policy, appropriate service and staffing levels; allocates resources accordingly.

Assists in the development of the District Court budget including the coordination, administration, and monitoring of same; directs the forecast of additional funding; reviews and controls programs and projects to ensure cost effectiveness; prepares mid-year budget modifications; advises the Administrator/Clerk of the Court with respect to trends that may have an overall negative or positive impact on the District Court budget; plans, implements, procures, and monitors contracts and grants as assigned by the Administrator/Clerk of the Court.

Assumes line responsibility for specific programs or projects; selects, trains, motivates, and evaluates staff for performance; provides or coordinates staff training; works with employees and supervisors to correct deficiencies; ensures that performance reviews conducted by supervisors are completed and provided to the Administrator/Clerk in a timely fashion; ensures the appropriate training and mentoring of supervisors regarding leadership and their functional requirements; implements, when necessary, discipline and termination procedures.

Coordinates with legal staff and representatives of the District Court to determine the needs for and to meet the requirements for contractual services.

Recommends and drafts proposed personnel policies for the District Court for review by the District Court Administrator/Clerk of the Court; modifies policies and procedures as deemed necessary; keeps the Administrator/Clerk informed regarding modifications or the need for policy change.

Participates and represents the District Court on a variety of committees, commissions, meetings, hearings, and other functions.

Conducts and presents a variety of research and special projects; assists or prepares proposed legislation as directed by the District Court Administrator/Clerk of the Court.

Serves as the acting District Court Administrator upon the request or in the absence of the Court Administrator/Clerk of Court; assumes responsibility for Judicial District operations within the limitations established by the District Court Administrator/Clerk of the Court.

Attends and participates in professional groups and committees; stays abreast of new trends and innovations in the field of public/court administration; ensures attendance at appropriate levels of national court administration conferences and training to maintain a current knowledge level within the profession.

Performs other job-related duties as assigned.

Job-Related and Essential Qualifications (Full Performance Level)

Knowledge of

• Operations, services, activities, functions, and programs of the District Court.
• Sources of information related to a broad range of District Court programs, services, and administration.
• Modern principles and practices of governmental budgeting and finance, facilities management, public, and court administration.
• Current social, political, and economic trends and operating problems or issues that affect District Court operations and programs.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Modern principles and practices of program development and administration.
• Principles and practices of budget and fiscal administration including budget preparation and supervision.
• Principles of personnel management including workload allocation, human resources functions, supervision, training, and performance evaluation.
• Statistical and analytical procedures that can be used in the research of a technical problem or process and the reporting methodology.
• Pertinent federal, state, and local laws, codes, and regulations.
• Legislative changes which impact District Court procedures and operations.
• Automated court information systems and how to deploy them to the benefit of the District Court.
• Principles and practices for application of current information technology to Court operations and to Court records creation, maintenance, and storage.

Skills to

• Anticipate issues and implement action to bring about resolution.
• Provide administrative and professional leadership or direction for the District Court.
• Lead stakeholders in strategic planning.
• Collaborate with the judiciary to develop a court culture that promotes a high standard of work performance, adheres to the Model Code of Conduct for Judicial employees and meets the court’s mission statement.
• Understand when to appropriately delegate authority and responsibilities.
• Select, lead, supervise, train and evaluate staff.
• Analyze problems, identify solutions, project consequences, and implement recommendations.

Ability to

• Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient Court services.
• Plan, organize, direct, and coordinate the work of personnel.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Interpret, apply, explain, and ensure compliance with the policies, procedures, laws, codes, and regulations.
• Assist in developing, administering, coordinating, and monitoring a large budget.
• Maintain effective working relationships.
• Anticipate issues and determine and implement action to bring about resolution in a timely manner.
• Use virtual meeting platforms, such as Zoom.
• Utilize all Microsoft Office Suite programs including Excel, Word and PowerPoint.
• Operate modern office equipment including computer equipment.
• Work remotely via an internet network connection provided by the employee, as needed. This connection should be at a minimum of 50mb download speeds. Higher connection speed may be required if sharing this connection with other members in an employee’s household.

Education and Experience Qualifications

Experience

Six years of increasingly responsible administrative experience involving fiscal management, supervision, case flow management, and administration operations which includes at least three years of supervisory experience.

Education

Graduate degree from an accredited college or university with major coursework in public or business administration, court management or a related field.

Preferred

• Law degree from an accredited college or university.
• Certification by the Institute for Court Management of the National Center for State Courts.