What are the responsibilities and job description for the District Court Operations Manager - District Court 31-1-06 position at Lehigh County Public Defender?
General Definition
- Performs a variety of job tasks for effective operation and support of the magisterial district court at a decentralized court facility under the supervision of the Magisterial District Judge and the MDJ Administrator. Oversees and directs staff in the overall operations of the District Court. This position serves as the coordinating link between the elected Magisterial District Judge and the operations of the office. Ensures that the procedures, as established by the Administrative Office of Pennsylvania Courts, Lehigh County Court Administration, and local/state rules and orders are implemented.
- This position requires an organized person with excellent communication skills and the ability to learn, multi-task and maintain a high volume of work. In addition to supervisory responsibilities, a person in this position will be responsible for processing Civil, Landlord/Tenant, Criminal, Traffic, and Non-Traffic cases per PA Rules of Court, Local rules and procedures, and AOPC procedures. In addition, this position requires receipting payments, preparing bank deposits, applying internal control procedures, and preparing various financial reports, as well as, directing/training staff in these processes.
- Processes electronic filings/enters citations, complaints and all other filings in the MDJS Computer System for Traffic, Non-traffic, Court Criminal, Civil, Landlord/Tenant, and Miscellaneous cases. Once entered, prepares the appropriate files. At the direction of the magisterial district judge, schedules trials, hearings and continuances. Enters case dispositions and/or judgments in the MDJS computer system as directed by the magisterial district judge. Prepares and handles the mailing of all notices as required by the Rules of Court.
- Files all cases docketed in the magisterial district court according to the AOPC Procedures Manual and local procedure. Takes appropriate procedural actions and maintains files on all cases docketed in the magisterial district court according to the PA Rules of Court, local rules and procedures and the AOPC Procedures Manual.
- Receipts and applies payments received daily and appropriately prepares bank deposits. Maintains accurate accounting records according to AOPC Procedures Manual and established local policies/procedures
- Processes paperwork for Night/On-call shifts as required.
- Track staff attendance and available time. Coordinate appropriate staff coverage of the District Court for daytime and nighttime shifts with MDJ Administration. Enter payroll for each employee in the County payroll system and submit payroll as required to MDJ Administrator/Central Court.
- Monitor, maintain, and order all needed supplies to ensure the District Court's ability to provide efficient and effective court services to internal and external stakeholders. Submit purchase requisitions and office supply orders as appropriate to maintain supplies. Ensure proper functioning of office equipment.
- Assist MDJ with coordinating coverage for the District Court when the MDJ is unavailable due to night call, central court, continuing education, vacation, etc. Submit court orders for coverage as directed by the MDJ. Organize and maintain the court calendar as directed by the MDJ.
- Oversee financial functions of the District Court including but not limited to weekly and monthly financial responsibilities, bank reconciliation, disbursements, petty cash, accounting adjustments, daily receipts/deposits, and implementing all internal/financial control as established as a local or state directive, rule, and/or policy.
- Assist state and county auditors with acquiring proper cases, reports and/or information to effectively complete audits. Implement required policies/procedures to comply with audit recommendations and monitor performance to maintained continued compliance.
- Attend all required training and meetings to obtain updated procedural and case processing requirements. Identify problematic areas and recommend solutions. Provide training to new and existing staff. Ensure staff is updated on procedural and case processing requirements.
- Oversee staff and staff assignments. Direct staff on completing day to day task priorities. Manage staff assignments and delegate priorities.
- Monitor case management reports and take appropriate action to ensure proper and timely case flow.
- Performs general secretarial duties such as letter writing and correspondence, as directed by the Magisterial District Judge. Reviews incoming mail and responds as directed by the magisterial district judge.
- Interacts effectively with the public, personnel and clients of the system.
- Learns and complies with the internal control procedures as established.
- Adheres to standards of conduct and decorum of the court.
- Other duties as may be assigned.
- Maintain a professional working relationship with all District Court stakeholders including, but not limited to, public, co-workers, other departments/county employees, attorneys, police, etc.
- Knowledge of PA Rules of Court, Local Rules and Procedures and AOPC Policies and Procedures.
- Knowledge of Traffic, Non-Traffic, Civil, Landlord/Tenant, and Court Criminal case processing.
- Ability to effectively communicate information to internal and external stakeholders.
- Experience in computer applications required to complete job responsibilities including but not limited to MDJS, LCARS, Microsoft Word, Outlook, and various video conferencing formats.
- Must have ability to travel to various locations to provide clerical support and/or attend required training.
- Highschool diploma or equivalent.
- Experience in District Courts or similar experience that provides comparative knowledge and ability to perform required job responsibilities.