DEPUTY COURT ADMINISTRATOR (GLOBAL RE FOUR POSITIONS) DCA OF ADMINISTRATIVE SERVICES, COURT SERVICES, CRIMINAL JUSTICE SERVICES, AND MANAGEMENT INFORMATION SERVICES
Salary: $32.86 per hour ($68,348.80 annually)
Employment Status: Full-Time
FLSA Status: Exempt
Reports to: Court Administrator
Civil Service Status: Classified (except for DCA of Administrative Services, which is an Unclassified position)
Work Schedule: 40 hours per week
Decision Band: D71
Departments: Administrative Services Court Services, Criminal Justice Services, Management Information Systems
DISTINGUISHING JOB CHARACTERISTICS:
The Deputy Court Administrator is responsible for leading, planning, organizing developing coordinating, and directing all aspects of his/her individual department:
§ Administrative Services: Leads & directs finance, human resource management, organizational development; provides management, administrative support, and covers for the Court Administrator; advises the Court Administrator in fiscal, human resource, and information systems matters.
§ Court Services: Responsible for leading, planning, organizing, developing, coordinating, and directing all aspects of Court Services.
§ Criminal Justice Services: Responsible for leading, planning, organizing, developing, coordinating, and directing all aspects of Criminal Justice and client services for the Court.
§ Management Information Systems: Leads and directs information systems, manages the infrastructure of the Montgomery County Common Pleas Court s information and communication systems, including the network, servers, e-mail, Internet, Intranet, desktop systems support, and telecommunication systems administration.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with its requirements. Administrative Services:
1. Manages staff and ensures compliance with applicable laws, policy directives, and service standards.
2. Plans and implements strategic and tactical plans in all areas of responsibility, including informational systems, human resources, fiscal administration, and support services. Reviews data and information for planning purposes, evaluates organizational effectiveness, reviews cost and impact analysis, and establishes times lines and benchmarks of service standards. Identifies and assigns planning tasks to managers, supervisors, and line staff.
3. Evaluates, recommends, and implements fiscal policies. Analyzes, evaluates, and recommends improvements for the fiscal aspects of the Court. Manages and controls accounting, budgeting, auditing, and other financial or related functions to ensure the financial integrity of the Court.
4. Prepares or coordinates preparation of financial and administrative reports. Analyzes and interprets statistics, financial data, and management planning data for predicting resource needs and developing long-range plans. Ensures accuracy of reports, budgets and expenditures for state and federal grants.
5. Analyzes and plans for the needs of staff, capital equipment/improvements, supplies and services, and takes appropriate action (considering budget limitations). Evaluates and recommends automation solutions for Court Processes. Prepares major operational and special budgets.
6. Prepares major operational and special budgets. Coordinates or directs preparation of budgets for all divisions of the Court. Develops and establishes procedures for the budget process and daily operations according to policies and procedures established by the Court/County and outside governing agencies, including state and federal agencies, for grant purposes.
7. Manages and controls expenditures in accordance with budgeted amounts. Authorizes requests for supplies and services or other purchases requiring higher level authorization.
8. Provides assistance to County, State, and Federal auditors in the auditing of the Court’s accounting records.
9. Provides financial advice and assistance to the Court Administrator, Deputy Court Administrators, and elected officials. Provides assistance and support to the Deputy Court Administrators in developing and managing the budget.
10. Coordinates, monitors, and provides advice regarding use and attainment of financial resources, human resources, and automated informational resources to accomplish the Court’s mission and objectives, develops plans to gain financial resources for these purposes.
11. Provides administrative direction and counsel regarding the interpretation of policies, practices and procedures of human resource functions.
12. Plans, organizes, develops, directs, and administers the operations of the human resource unit including recruitment and examination, classification, salary level, organizational development, risk management, and other human resource related programs.
13. Establishes and modifies Administrative Services policies and procedures consistent with overall Court/County/State policies, requirements, and laws.
14. Establishes policies for file and records management, evidence and administrative support services. Implements methods of service delivery. Assesses service needs of community, Court personnel, elected officials, and other customers, and establishes priorities, practices and procedures. Identifies and assesses available resources and selects methods of service delivery based on options available.
15. Represents the Court on various local and national committees and task forces. Serves as staff representative of the Judicial Budget and Personnel Committees. Supervises staff representatives to Technology and Security Committees.
16. Manages all staff in performance of job duties and responsibilities. Assigns tasks, provides direction, reviews completed work, assesses performance, grants leave, resolves complaints, and ensures work complies with all laws and policies applicable. Administers all personnel tasks in unit.
17. Acts in place of Court Administrator during absences.
18. Other duties as assigned.
1. Directs the operations and staff of Court Services to ensure compliance with applicable laws, policies, guidelines, and local rules. These services include, but are not limited to, Pretrial Supervision, Pretrial Screening, Electronic Home Detention Program (EHDP), Case Management, Jury Services, Magistrate Office, Mediation Program, Visiting Judge’s Program, Appointed Counsel Program, Interpreter Services, Forensic Services, Civil Stalking Protection Office, and the Evidence Room.
2. Develops and implements strategic and tactical plans. Articulates and refines mission statement, goals, and objectives. Evaluates organizational effectiveness, reviews cost and impact analysis, and establishes benchmarks for Court Services.
3. Directs development of innovative projects and programs to improve the Court’s case and client services.
4. Selects and directs the implementation methods of service delivery, and maintains quality control processes in delivery of services. Assesses service needs of the Court, the community, department personnel, attorneys, and customers. Benchmarks services, identifies and assesses available resources.
5. Recommends the selection, promotion and disciplinary actions to the Court Administrator, up to and including discharge of employment of staff. Evaluates and approves performance evaluations. Assigns work projects, monitors and coordinates from an executive management level, and ensures work complies with policies, requirements, and quality standards.
6. Administers the Court Services budget. Forecasts and projects expenditure/revenue impacts and reallocates resources. Oversees grant management for Court Services. Approves expenditures and purchases within established procedures and budgetary appropriations.
7. Ensures compliance with laws, local rules, Rules of Superintendence, Supreme Court guidelines, policies and directives, and written code of ethics and organizational values. Mandates training requirements and performance standards. Creates, modifies, and reviews operational policies and procedures.
8. Promotes professional competency and awareness. Facilitates and encourages participation at professional conferences and seminars. Provides pre-service, entry level, and continuing training for staff.
9. Manages department facilities and equipment, oversees and directs maintenance function.
10. May act on behalf of the Court Administrator as directed.
11. Other duties as assigned.
Criminal Justice Services:
1. Manages Criminal Justice/client services’ operations and staff involved in providing supervision and related services.
2. Manages and implements strategic plan. Articulates and refines mission statement, goals, and objectives, and evaluates data and organizational effectiveness for planning purposes. Reviews cost and impact analysis reports.
3. Selects and implements methods of service delivery and maintains quality control processes in delivery of all services. Assesses service needs of the Court, community, department personnel, other local correction agencies, and offenders. Establishes service needs priorities and timeliness of benchmarks of service. Identifies and assesses available resources.
4. Recommends the selection, promotion and administration of disciplinary actions up to and including discharge from employment of staff to the Court Administrator. Evaluates and approved performance evaluations. Assigns work projects, monitors and coordinates from an executive management level, and ensures work complies with policy, requirements, and quality standards.
5. Maintains responsibility for administration and implementation of Criminal Justice/client services budget and develops and prepares budget requests for County, State, and Federal programming. Forecasts and projects expenditure/revenue impacts and reallocates resources. Approves expenditures and purchases within established procedures and budgetary appropriations.
6. Ensures compliance with laws, policies, directives, written code of ethics, and organizational values. Mandates training requirements and performance standards. Modifies operational policies and advocates legislation.
7. Advocates and educates public about community corrections. Develops constructive media relations. Serves on and leads committees and boards and may serve as a representative of the Court.
8. Promotes professional competency and awareness. Facilitates and encourages participation at professional conferences and seminars. Provides pre-service, entry level, and continuing training for staff. Develops, supports and maintains professional standards that ensure the continuing professional accreditation.
9. Manages department facilities and equipment. Oversees and directs maintenance function. Directs facility and equipment assessment, acquisition and participates in site selection process.
10. Ensures collection of DNA samples from felony and selected misdemeanor offenders in accordance with Attorney General Guidelines.
11. Reviews expected practices, protocols, process indicators, and outcome measures to ensure compliance with the ACA and CCA requirements for accreditation.
12. May act on behalf of the Court Administrator as directed.
13. Other duties as assigned.
Management Information Services:
1. Plans, organizes, and directs the activities related to the design, development, and installation of information and communication systems.
2. Ensures systems run smoothly, downtime is within acceptable tolerances, and procedures and systems are in place for disaster recovery and emergency operation.
3. Stays abreast of security issues and patches, new technologies and changes that may affect the General Division.
4. Administers the overall policies and goals of the department and strategic plan of the General Division.
5. Supervises information technology professionals, technical and support staff, including, but not limited to, hiring, performance evaluations, discipline, and training.
6. Serves on State of Ohio information technology committees and attends Montgomery County Data Processing meetings.
7. Coordinates long-range planning for Court information technology systems, recommends the most appropriate technology for anticipated and upgrading of technology for the Court.
8. Coordinates the integration of networking of multiple technologies.
9. Serves as liaison on a variety of committees and planning groups as needed to address issues relating to software development, Court recording requirements, and information systems selection and implementation.
10. Keeps abreast of current trends in technology and products to determine appropriate specifications for hardware, software and peripherals.
11. Plans, organizes, develops, directs, and administers the operations of Management Information Services unit including
procurement of equipment and vendor contracts, customer services and plans for future expansion.
12. Provides leadership for the continuing development of technology in order to provide quality service and technological vision to the Court and its constituencies.
13. Works collaboratively both within the Court and with justice system agencies to ensure the effective identification and resolution of issues affecting information technology, and negotiates as needed to avoid competing with or compromising other established priorities.
14. Represents and provides the information technology needs of the Court and advocating the resource requirements to meet these standards. Responsible for effectively using the available resources to meet the most important information technology needs of the community.
15. Directs high level research and development activities and leads cross-organization and cross-agency functional teams to accomplish information services strategic priorities.
16. Other duties as assigned.
SCOPE OF SUPERVISION:
Administrative Services: Supervises the Human Resources Officer and the Financial Services Supervisor.
Court Services: Supervises the Jury Services Supervisor as well as the Manager of Court Services.
Criminal Justice Services: Supervises the Managers of Criminal Justice Services.
Management Information Services: Supervises the Manager of the Management Information Services Office.
County vehicle, computer, printer, telephone, calculator, fax machine, copier and other general office equipment.
CONTACT WITH OTHERS:
Administrative Services: General public, judges, judicial staff, law enforcement, Ohio Supreme Court, various local and
state governmental agencies and organizations, local and state Boards, County and State offices.
Court Services: General public, judges, judicial staff, law enforcement, Ohio Supreme Court, various criminal justice
agencies and organizations, local and state Boards, County and State offices.
Criminal Justice Services: General public, judges, judicial staff, law enforcement, Ohio Supreme Court, various criminal
justice agencies and organizations, local and state Boards, County and State offices, detention facilities throughout the country.
Management Information Services: General public, judges, judicial staff, law enforcement, the Supreme Court of Ohio,
various criminal justice agencies and organizations, local and state boards, County and State offices (clerk, courts, ODRC, etc.). Information technology departments (County DP, BCC IT, Clerk, Auditor, SCO, Prosecutor, Sheriff, telecommunications). Vendors (hardware, software, and professional services, electrical, security.)
Good working conditions.
USUAL PHYSICAL DEMANDS:
The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not, and should not be construed to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.
While performing duties of this job, the employee frequently sits for extended periods of time, and occasionally stands and walks. Employee converses verbally with others in person and by telephone. Vision demands include normal vision requirements. Frequent viewing of computer screen requiring close focus.
An appropriate combination of education, training, course work, and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of acceptable qualifications:
- Administrative Services: Bachelor’s Degree in Business Administration and Master’s Degree in Public Administration with emphasis in Financial Administration or equivalent work experience. Seven (7) years’ experience in court operations and fiscal administration along with appropriate management training experience.
- Court Services: Master’s Degree in Public Administration or related field and eight (8) years’ experience in the Criminal Justice System and five (5) years’ managerial experience. Additional years of experience in a management position may be substituted for the Master’s
- Criminal Justice Services: Master’s Degree in Criminal Justice, Corrections, Sociology, Psychology. Degree may be substituted for eight (8) years’ experience in the Criminal Justice System and five (5) years’ managerial experience.
- Management Information Systems: Master’s Degree in Business Administration or Information Technology/Computer Science or related field, and ten (10) years’ related experience in information system management, inclusive of training or experience in supervision of others. Degree may be substituted for eight (8) years’ experience in the information technology field and five (5) years’ managerial
Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:
- Knowledge of: Public administration principles and practices, including strategic planning, goal setting, program development, implementation and evaluation; budgeting and fiscal administration; Government GAAP; effective human resource administration, including HR laws and requirements; administration of automated information systems.
- Ability to: Make independent decisions in recommending, implementing, and administering the Court’s policies and procedures, fiscal administration and automated information systems policies and procedures. Apply management and HR principles to practical work situations; work collaboratively with executive and judicial component of the Court; maintain good public relations as Court representative; establish and maintain effective working relationships with associates and job
- Skill in: Research methods and techniques; fiscal administration; HR administration; support services management; tactical and strategic planning; managing people and programs; managing multiple projects; operation of computer; application of job software programs; organizational development and critical
- Knowledge of: Case and client management services operations and processes; management principles; budget management; strategic planning; court system procedures and processes; Ohio Revised Code as it pertains to Court
- Ability to: Make and implement decisions based on data analysis and oversee the execution of these decisions; establish a collaborative working relationship with outside agencies; consistently display a positive attitude; lead by example; treat others with respect; motivate/encourage/mentor others; maintain confidentiality of sensitive information.
- Skill in: Effectively communicating, both verbally and in written form, with staff, Judges, elected officials, general public, outside agencies; computer operation and job software applications; upper level management
Criminal Justice Services:
- Knowledge of: Criminal justice/client services operations and processes; management principles; budget management; strategic planning; court system procedures and processes; Ohio Revised Code as it pertains to the criminal justice
- Ability to: Implement decisions based on data analysis and oversee the execution of these decisions; establish a collaborative working relationship with outside agencies; consistently display a positive attitude; lead by example; treat others with respect; motivate/encourage/mentor others; maintain confidentiality of sensitive information.
- Skill in: Effectively communicating, both verbally and in written form, with staff, Judges, elected officials, general public, outside agencies; computer operation and job software applications; upper level management decisions.
Management Information Services:
- Knowledge of: Information system administration and operation; Court processes and procedures; program planning; implementation and administration; computer operations and applications; network administration; computer hardware; PC software office products; PC operating systems; supervisory principles; functional, project, program, portfolio management and procurement.
- Ability to: Apply management principles to practical work situations; maintain good public relations as Court representative; establish and maintain effective working relationships with Judges, officials, associates and job contacts; exhibit good organizational skills; maintain confidentiality of sensitive information; train and coach others in computer applications.
- Skill in: Developing new, imaginative and innovative solutions, services, products, and programs. Making decisions concerning policy setting, research, planning, and service priorities.
Valid Ohio driver’s license. If candidate does not possess an Ohio driver’s license, he/she has thirty (30) days from date of hire to obtain one.
You can obtain a Montgomery County Common Pleas Court, General Division, application at www.montcourt.oh.gov.
Applicants are required to complete the Montgomery County Common Pleas Court, General Division, application which must be received by Human Resources no later than 4:30 p.m. on the closing date.
Employment Eligibility Information:
In accordance with the Immigration Reform and Control Act of 1986, all persons hired after November 6, 1986, are required to present to the Court, within three (3) days of their original appointment, original documents which show satisfactory proof of: 1) identity and 2) U.S. Citizenship or a legal right to work permanently in the United States.
Drug Testing and Criminal Background Check:
Prior to any candidate being offered a position or promotion with the Montgomery County Common Pleas Court, General Division, they will be required to submit to a drug test (urinalysis) at the Court s selected health care provider.
Additionally, candidates being offered a position or promotion must pass a criminal background check.
Equal Opportunity Employer:
It is the policy of the Montgomery County Common Pleas Court, General Division, that no person shall be subjected to employment discrimination because of age, race, color, gender, marital status, sexual orientation, disability, religion, ancestry or national origin.
The Montgomery County Common Pleas Court, General Division, will provide reasonable accommodations for persons with disabilities during the application, examination or selection process, if requested. Please notify Human Resources at 937-225-6161of the accommodations needed, preferably at the time of application, but no later than two days’ prior to the date needed.
MONTGOMERY COUNTY COMMON PLEAS COURT, GENERAL DIVISION BENEFITS
Vacation leave may be granted to full-time employees upon completion of one year of service with the Montgomery County Common Pleas Court, General Division. Twenty-six (26) bi-weekly pay periods in active status shall constitute one year of service.
All Montgomery County Common Pleas Court, General Division employees are entitled to Paid Personal Leave/Long Term Sick Leave credit.
Montgomery County Common Pleas Court, General Division, employees enjoy paid holidays.
Health Benefits/Medical Coverage:
All employees of the Montgomery County Common Pleas Court, General Division, except part-time employees working 20 hours per week or less, employees hired for a temporary appointment, an interim appointment, or employees hired as substitutes, shall receive health benefits.
All benefit eligible employees of the Montgomery County Common Pleas Court, General Division, receive a $50,000 basic life insurance policy paid by Montgomery County. Supplemental life insurance is available for purchase.
Montgomery County Common Pleas Court, General Division, employees participate in the Ohio Public Employees Retirement System (OPERS). Employees contribute 10% of their salary; the Court contributes 14%.
The Montgomery County Common Pleas Court, General Division, offers its employees an Employee Assistance Program, access to a credit union, a Deferred Compensation Program, a Wellness Program, and direct payroll deposit.
This Position Description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position. The employee may be required to follow additional instructions and perform other duties required by the employee’s supervisor or designee.
The provisions of this Position Description do not constitute a contract, expressed or implied, and any provision contained in this Description may be modified or revoked without notice.