Court Administrator/Clerk of the Court

Job Summary

Under the general direction of the Presiding Judge, this position is for managing the administrative and non-judicial functions of a Municipal Court of Record, including supervising non-judicial personnel. The Court Administrator is also the Clerk of the Court and requires specialized knowledge of court process and procedures to include non-judicial functions, the development and implementation of policy and procedures, budgeting, case-flow management, weekly, monthly and quarterly reporting, responding to public inquiries and records maintenance.

 

Work Location: Fredericksburg Municipal Court, 103 Industrial Loop, Ste 1000, Fredericksburg, Texas 78624.

 

Work Hours:

8:00 a.m. – 5:00 p.m., Monday to Friday. During the school year, one day of month is extended until 9:00pm, for Teen Court.

 

Salary-Type:

Yearly

Pay Grade 33

$56,084.00 - $81,882.00 (dependent on experience)

 

Job posting and application can be found at fbgtx.org.

 

Essential Job Functions

 

Duties

An employee in this position may be called upon to do any or all the following essential duties:

• ·         Works directly with the Presiding Judge overseeing Court programs and services, ensuring compliance with applicable procedures, policy, regulations, and statutes.
• ·         Supervise employees who work directly for the judiciary. Plans, directs, and evaluation of the assigned staff. Assists in selecting, motivating, and evaluating department staff; provides and/or coordinates training and collaborates with employees to correct deficiencies; assists in implementing and administering discipline and termination procedures.
• ·         Participate in the development of the annual budget, monitor budget and financial variables, revenue cycle and expenditure trends, review and verify journal entries and bank reconciliations.
• ·         Assists in overseeing all work efforts under the authority of the Municipal Court. Assists in planning, directing, and coordinating, the court work plan; meets with staff to identify and solve problems; assigns areas of responsibility; and reviews and evaluates work methods and procedures.
• ·         Develops and coordinates training for all court personnel.
• ·         Evaluate and analyze Municipal Court issues and policies and recommend and implement solutions to improve the operational effectiveness of the Court.
• ·         Assure Court procedures comply with Court administrative orders, state and local laws, regulations, and standards.
• ·         Assure the quality of the Municipal Court activities and verify the accuracy of case records and report to local and state entities.
• ·         Monitor new legislation and rule changes to policies and procedures.
• ·         Assist Judge with case management, research, and documentation.
• ·         Plan and coordinate Court calendar, dockets, and all Court related activities with the Judge, Prosecutor, Police Department, and other outside agencies.
• ·         Coordinate jury trials to include summonsing jurors, witnesses, and police officers. Assist the Judge in preparing jury charges.
• ·         Prepare and process complaints, summons, writs, warrants and sworn statements of probable cause.
• ·         Maintain the warrant database.
• ·         Process all appeal/remand cases to and from Gillespie County.
• ·         Maintain Court website to include updating forms, posting dockets, and keeping general Municipal Court information current.
• ·         Collect, post and balance fines, fees, and bonds, and accurately reconcile daily cash transactions. Review and verify accounting records.
• ·         Compile monthly reports for OBS and collection agency invoices.
• ·         Maintain the case management software, add new employees, run statistical reports for the Police Department as needed, add new violations as needed, upload citations into Court software.
• ·         Establish and maintain working relations with other City departments, Judges, City attorneys, private counsel, clerks, community organizations, state agencies, police department and the public.
• ·         Attend conferences, schools, and training seminars concerning the administrative operation of the Court and maintain certification hours.
• ·         Maintain the integrity, professionalism, values, and goals of the City by assuring that all rules and regulations are followed, and that accountability and public trust are preserved.
• ·         Acts as liaison for City Council, City Manager, City Attorney, District Attorney, County Attorney and Law Enforcement agencies.
• ·         Reviews National Crime Information Center, Texas Crime Information Center, Texas Department of Public Safety (NCIC/TCIC/DPS) databases for criminal histories, warrant records, and driving records.
• ·         Updates NCIC/TCIC databases with conviction records reported to DPS.
• ·         Performs related duties and fulfills responsibilities as required.

 

 

Knowledge, Skills, and Abilities

• ·         Knowledge of court procedures, roles, and responsibilities of the judiciary system.
• ·         Knowledge related to the functions and administration of local government in addition to knowledge of the municipal court system and processes.
• ·         Considerable knowledge of office management procedures.
• ·         Knowledge of docket scheduling.
• ·         Knowledge of legal research procedures.
• ·         Knowledge of budget preparation and administration.
• ·         Knowledge of principles of supervision, training, and performance evaluation.
• ·         Knowledge of pertinent Federal, State, and local laws, ordinances, statutes, and regulations.
• ·         Skills in supervising administrative and clerical employees.
• ·         Skills in researching and organizing legal information.
• ·         Ability to establish and maintain effective working relationships with City staff and the public.
• ·         Ability to communicate effectively with diverse groups of individuals utilizing tact and diplomacy.
• ·         Must be proficient in Outlook, Word, Excel, PowerPoint, and Teams.
• ·         Must be proficient in Municipal Justice Case Management Software (“Incode”).

 

 

Job Requirements

• ·         Must have a minimum of Court Clerk Level I Certification and be able to obtain Court Clerk Level II Certification within 18 months.
• ·         Must have three (3) or more years of Municipal Court experience.
• ·         Must have two (2) or more years supervisory experience in a court setting.
• ·         Must have a bachelor’s degree from an accredited college or university.
• ·         Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience to meet the minimum requirements of the job. One year’s full-time experience is defined as thirty credit hours completed at an accredited college or university.
• ·         Applicants for this position must pass a Criminal Justice Information System (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A and B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions.
• ·         Valid Texas Crime Information Center and National Crime Information Center (TCIC/NCIC) Certification within 180 days of employment and re-certified yearly.

Must maintain Texas Law Enforcement Telecommunications System Access (TLETS) eligibility for continued employment in position (TLETS provides access to TCIC and NCIC).