District Court Administrator and Clerk of Court

Position Description

The District Court Administrator/Clerk of Court is tasked with the administration and compliance management of all court operations. This position is responsible for every operational aspect of general jurisdiction, family court and ancillary court services. This position collaborates with the judiciary to influence the court culture, court improvement and goals.

The Court Administrator is an executive level administrative position under administrative direction of the Chief Judge of the District Court responsible for the overall management, direction, planning and efficient operation of the Second Judicial District Court. The incumbent is responsible for the overall coordination and supervision of all management, supervisory, technical, clerical, and professional staff assigned to the District Court.

The Court Administrator leads the strategic planning effort for Court services in collaboration with judiciary and key stakeholders. This position assists department managers in developing strategic plans that align with Court goals. The Court Administrator ensures administrative policy and procedures provide efficient, effective process and fiscal accountability.

The Court Administrator directs and participates in the implementation of research, planning, and program development for an array of highly complex court services and activities and assists department heads and program managers in developing evaluative tools and metrics to measure service responsiveness, efficiency and effectiveness.

This position approves the budget development and fiscal management of all District Court offices, divisions and programs, including the preparation and monitoring of an approved fiscal year budget.

This position is charged with the statutory requirements of providing management, retention, and disposition of Court records, along with various ancillary tasks and functions of a Clerk of the Court.

The Court Administrator participates in collaborative discussions with outside agencies and stakeholders. This incumbent may serve on multi-disciplinary committees and groups.

This position works collaboratively with the Chief Judge and the other District Court judges in supervising and reviewing the activities of the Family Court Division and the General Jurisdiction Court Division. The Court Administrator acts as liaison between Court administration and management staff, and the judiciary.

Examples of Important and Essential Duties

Leadership

Assumes overall management responsibility and accountability for the services and activities of the District Court including the administration and operation of various Court programs and divisions; recommends, administers, and implements policies and procedures approved by the Court.

Directs and oversees various Court projects and programs to ensure their success; continuously monitors and evaluates the efficiency and effectiveness of District Court service delivery methods and procedures; receives information and statistical data to assess and monitor workload, administrative and support systems; identifies opportunities for improvement; directs the implementation of changes assuming an overall leadership role by assigning staff members and monitoring tasks to completion.

Directs, administers, monitors, and coordinates the Court budget; directs the forecast of funds needed for staffing, equipment, materials, and supplies; approves expenditures; implements budgetary adjustments as necessary; ensures proper record keeping and fiscal accountability of expenditures; informs the Chief Judge of the financial condition and needs of the Court at regular intervals; makes report to members of administration and the Chief Judge periodically for efficient expenditure of resources and management of fund allocations; directs the preparation of mid-year budget modifications and makes other adjustments as needed; advises the Chief Judge and the District Court Budget Committee of budget trends that may impact the Court’s budget or operations; assists departments and programs in procuring and monitoring supplemental funding contracts and grants.

Performs the statutory and administrative functions of a Clerk of the Court, including the oversight and audit of the management, retention, disposition, and authentication/certification of Court records and documents.

Supervision

Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements personnel procedures including discipline and termination actions when necessary.

Assumes responsibility for specific programs or projects; selects, trains, motivates, and evaluates staff for performance. Provides direct supervision for the Executive Leadership Team.

Strategic Planning

Leads the strategic planning process. Develops plans, manages, and implements goals, objectives, policies, and priorities of the Court for each assigned service area; establishes appropriate service and staffing levels; allocates resources accordingly.

Engages members of Administration and department heads to develop strategic plans that align with Court goals.

Plans, directs, and manages the District Court's work plan; meets with management staff to identify and resolve problems; assigns projects and programmatic areas of responsibility; reviews and evaluates work methods and procedures.

Stakeholder Relationships

Advises the Chief Judge and District Court Judges regarding the need for the development of or modification of Court policies and procedures.

Represents the District Court to elected and non-elected officials and outside agencies; explains and champions District Court programs, policies, and activities; negotiates and resolves sensitive, significant, and controversial issues.

Coordinates activities among District Court departments, divisions, County agencies, and other state and local government agencies; prepares and presents staff reports, statistical analyses, and other related correspondence.

Oversees the management of the Court’s human resource functions. The Court Administrator solicits input and makes recommendations regarding personnel actions to the Chief Judge. The Administrator ensures appropriate staff training opportunities and empowers the Director of Human Resources to administer a performance management program. The Court Administrator solicits input and recommendations regarding proposed personnel policies for consideration and implementation from the Director of Human Resources.

Provides highly responsible administrative staff assistance to the Chief Judge; attends meetings with District Court Judges; directs specific and comprehensive analyses of a wide range of issues, policies, and procedures as directed by the Chief Judge; responds effectively and efficiently to requests or issues raised by the judges as communicated to the Chief Judge. Is accountable to the Chief Judge for the overall operation of the Court.

Negotiates contracts and solutions on a variety of administrative, fiscal, and special projects; prepares analyses in support of recommendations; monitors special contracts.

Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of public administration; represents the District Court on various distinguished committees.

Responds to and resolves difficult and sensitive citizen inquiries and complaints. When necessary, functions as the Public Information Officer on behalf of the Court in an effort to maintain positive community relationships.

Acts as Public Relations Officer for the Court or assigns that responsibility to one of the Assistants or managers in Court Administration. Works with members of the press and manages any media contact personally or through the administrative team member assigned.

Job-Related and Essential Qualifications

Knowledge of

• Operations, services, activities, functions, and programs of the Judicial District.
• Information related to a broad range of Court system programs, services, and administration.
• Modern and extremely complex 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 within the Judicial District systems.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Modern and complex principles and practices of program development and administration.
• Principles and practices of budget and fiscal administration including budget preparation and supervision, Nevada Supreme Court accounting standards and best practices.
• 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 Judicial District departmental procedures.
• Automated court information systems and how to deploy them to the benefit of the Court as an entity.
• 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 Judicial District.
• 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 recommendation in support of goals.

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 pertaining to assigned programs and functions.
• Assist in developing, administering, coordinating, and monitoring a large budget.
• Work independently and without considerable supervision.
• Communicate clearly and concisely, in both oral and written format.
• Maintain effective working relationships.
• Utilize all Microsoft Office Suite programs including Excel, Word and PowerPoint.
• Operate modern office equipment including computer equipment.

Job-Related Special Requirements

Experience

Eight (8) years of increasingly responsible administrative experience involving fiscal management, supervision, case flow management, and administration operations which includes at least four (4) 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 StateCourts.

Nevada Bar License.