Municipal Court Administrator
SUMMARY OF POSITION
EEOC CATEGORY: Officials and Administrators
FLSA: Non-exempt
Court Administrator is responsible for professional administration of Municipal Court Operations. Plans, directs and reviews the activities of the Municipal Court including non-judicial functions of the court system, assist in the development and implementation of policy and procedures, budgeting program and makes recommendations for purchases and capital items during the annual budget process. Monitors expenditures during the fiscal year.
ORGANIZATIONAL RELATIONSHIPS
- Reports to: City Administrator
- Directs: This is a supervisory position.
- Other: Frequent contact with the general public; works closely with judges, police department and other city employees.
EXAMPLES OF WORK Essential Duties:
• Supervises the Deputy Court Clerk position
• Follow all rules of procedures contained in the ordinances of the City of Jonestown and Texas state law and abide by Canons of Judicial Conduct
• Attend required annual education training for Municipal Court Administrator.
• Carefully review pleadings and motions filed in the court for legal sufficiency.
• Update court software for legislative change in laws and policy.
• Processes all traffic citations into the Incode system; prepares proper complaints for signature by the officer for each case; labels and files case envelopes to appropriate location.
• Updates cases in the computer daily; enters plea received by mail or fax and sends notification of Not Guilty Pleas to Judge and Prosecutor.
• Closes cash drawer daily, provides appropriate receipt register processing for daily deposit to Finance dept.
• Responsible for the accurate accounting of Court receipts and disbursement of monies; ensures that State funds are remitted in a timely manner.
• Proficient in all operations, rules, reports and procedures of Court; ensure that all dockets, judgments and other municipal court documents are accurately prepared, posted, maintained and filed.
• Process all aspects of trial settings, including the jury pool, summonsing jury panels, prepare subpoenas for defendants, witnesses and officers, as well as, discovery items.
• Prepares correspondence and maintains records; processes deferrals, probations, pre- sentence matters, and failures.
• Assists in the coordination of court matters with defendants, defense counsel, City prosecutor, police department, jail, and other agencies.
• Prepares monthly, quarterly and annual reports for the Council, State and Local agencies. Office of Court Administration, OMNI, TX DPS and TX Dept. of Wildlife.
• Responsible for ensuring that the court complies with the Office of Court Administration.
• Receives filings, citations and complaints and prepare court dockets and defendant files.
• Receives requests from the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
• Processes mail received and makes comments in case files on any action, response or payment made.
• Answers phone calls and provides both general information on Plea Forms, application processes for Driver’s Safety Class and Deferred Disposition, Pay Plans and other functions of the Court.
• Responds to counter and written inquiries.
• Initiates related paperwork as needed by defendants to facilitate their response to a citation or complaint.
• Receives and processes payments for citations and pay plans by money order, certified check or credit card.
• Processes Failure to Pay, Failure to Comply, Failure to Appear and warrant notices.
• Prepares and maintains appropriate calendars; coordinates court hearings, prepares and processes timely notices to defendants of arraignments, trials and hearings.
• Schedules cases and prepares dockets with consent and agreement of both Judge and Prosecutor.
• Prepares cases for court proceedings; sending notification to defendants or lawyers, Prosecutor and Judge, as well as subpoenas to officer. Obtains all necessary complaints, videos and other documentation for Pre-Trial Conference. Secures meeting room and video equipment for PTC. Prints and prepares judgements for Judge’s signature according to Prosecutor’s recommendation after Pre-Trial Conference. Manages and provides all notification and preparation for Bench Trials held in designated area of Court. Prepares Court room area for Jury Trial; providing necessary documents for Judge, Prosecutor and Defendant (or Attorney). Subpoenas officer and necessary video recordings. Prints and prepares judgements for Judge’s signature or for appeals procedures.
• Responds to requests from Municipal Judge, City Prosecutor, and Police Department.
• Performs all necessary courtroom tasks.
• Responsible for fine collection by telephone, letter, and in reporting methods.
• Informs defendants of their rights in reference to Municipal Court procedures.
• Maintains accurate and timely warrant list.
• Responsible for providing updated information for the City Website court page.
• Responsible for updating the website for online payments
• Provide assistance to other City employees, City Officials, outside agencies and the public.
• Ensures that the Court operation has standard operating procedures, work plans and other appropriate documents.
• Apply appropriate laws, policy or procedures dependent on circumstances. Retain knowledge of historical laws and procedures.
• Evaluates the efficiency and effectiveness of the daily operation of the court by establishing departmental policies; develop and manage court programs and implement goals, objectives and policies, taking initiative to constantly look for ways to streamline and improve procedures.
• Maintains all court records according to State and Federal laws by ensuring that records are prepared and disseminated; schedules destruction of records in accordance with record retention schedule.
• Maintains accurate and efficient filing and storage of Municipal Court Records.
• Process request for copies of records.
• Process request for expungement including assigning a hearing date, notifying related agencies, preparing a court order and removal of cases as ordered.
• Respond to expungement orders received from other judicial agencies.
• Responsible for processing confidential case files in accordance with Texas State Law.
• Responsible for adhering to all City Purchasing Policies while performing purchasing tasks.
• Monitors, inventories and purchases division supplies and equipment as needed.
• Prepares reports and support documents as needed, prepares annual budget by projecting funds needed for personnel, equipment, materials, supplies and court programs; monitors and approves expenditures and adjustments.
• Responsible for accurately handling large amounts of public money.
• Analyzes newly enacted legislation and makes appropriate changes to policies. Communications such legislation to the appropriate party i.e. judge, staff, supervisor, council.
• Performs other daily tasks not listed.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
• the Texas Code of Criminal Procedures, Texas Penal Code, Texas Motor Vehicle Law, City Ordinances and other laws applicable to Class “C” misdemeanors.
• legal language and Municipal Court procedures & ability to effectively communicate both verbally and in writing.
• modern office practices and procedures; basic accounting or bookkeeping procedures;
• the following computer programs is preferred: Microsoft Word, Microsoft Excel and Incode. Skill/Ability to:
• Exercise considerable initiative and judgment; and extensive discretion when handling confidential and sensitive information
• Convey a positive professional image by action, communication and appearance.
• Exhibit good professional judgment, analyze facts, recognize problems and formulate and implement viable solutions.
• Effectively respond to high pressure environment; meet deadlines and perform multiple tasks under pressure; work with frequent interruptions and changes in priorities.
• Provide excellent public relations and customer service, often to multiple customers during the same time.
• Communicate effectively with diverse groups of individuals utilizing tact and diplomacy; discern and observe needs of public; handle difficult customers.
• demonstrate proficiency in both oral and written communication; maintain established records and files; type accurately at a speed of at least 50 words per minute; prepare records, reports, and other court documents neatly and accurately; operate standard office equipment, including copier, fax machine, calculator, and computer using standard word processing, spreadsheet, and data inquiry software; apply correct business English, spelling, and punctuation; and establish and maintain effective working relationships with other city employees, outside agencies, court officials, and the general public.
ACCEPTABLE EXPERIENCE AND TRAINING
Associates degree in a related field preferred with three years’ experience in a related field; OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
CERTIFICATES AND LICENSES REQUIRED
Certification as Notary Public.
Level II Court Clerk Certification
Must have a valid TX Driver’s License with good driving record.
Must be able to pass criminal history background check and pre-employment drug screening.
Salary range: $63,690 to $74,107
Submit this application to hr@jonestowntx.gov
https://jonestowntx.gov/uploads/Employment_Application_rev2021.pdf
