CIVIL/TAX ASSISTANT MANAGER, District Clerk

Summary

Manage the day-to-day operations of the District Clerk's personnel for the ten (10) Civil District Courts, the Intake, Appeals and Tax sections. Schedule work assignments. Research, design, and implement programs and procedures. Monitor departmental resources and ensure compliance with policies and laws. Assume the duties of Civil Manager in his/her absence.

Essential Duties And Responsibilities

• Coordinates, schedules, monitors and evaluate workflow and work product of employees.
• Processes and reviews information for the monthly appointment report as required by the Office of Court Administration.
• Assumes the duties of Civil Manager in his/her absence, and may perform duties of subordinates in their absence or as required by workload.
• Assists the District Clerk, Operations Manager and Civil Manager with special projects, assignments and reports.
• Researches and tracks new legislation and determines impact on Civil Division, implements procedures to comply with new legislation.
• Plans, coordinates and evaluates the training of clerks, determine the training needs and schedules employees to attend seminars and workshops as necessary.
• Assists in interviewing job applicants. Makes recommendations concerning hiring, promotions, demotions, and terminations or any disciplinary actions.
• Assists in determining, preparing and implanting new procedural guidelines and instructions and assures that they are distributed and explained to employees.
• Responsible for security (safekeeping) of cash drawer fund and monies received. Verify monies deposited and ascertaining that receipts and monies balance.
• Maintains inventory of supplies and equipment, and orders as needed. Purchasing responsibilities include preparing requisitions, researching prices and vendors, and accounting for and distributing supplies/ equipment when received.
• Assists the Systems Analyst with design, development and testing of JIMS Programs. Requests modification to JIMS Program as necessary to ensure a more expeditious and user friendly system.
• Designs and maintains intranet webpage.
• Represents the Civil Division and the District Clerk's Office at seminars and meetings.
• Provides oversight to ensure that e-filings are processed accurately and efficiently.
• Evaluates performance of employees, identifies strengths and weaknesses. Provides employees with development guidance and motivation. Makes recommendations for hiring, terminating or promotion as appropriate.
• Provides resource for staff questions regarding customer issues, policies, procedures and related areas.
• Processes and disburses notification of attorney disciplinary actions for District Clerks as required by the State Bar of Texas.
• Monitors exhibit programs.
• Sets up new e-file accounts for staff by submitting requests to the helpdesk and e-File Texas. Researches e-filing problems encountered by clerks and customers. Submits and monitors support tickets to ensure issues are resolved.
• Responsible for contract maintenance on copiers.
• Prepares and prints a variety of weekly, monthly, and quarterly reports and dockets.
• Performs daily voids and editing of transactions for all clerks. Reviews and approves adjustment request forms to accounting section.
• Produces errors report and monthly Office of Court Administration (OCA) report for the Civil and Tax sections.
• Shares in the preparation and/or review of the monthly overall Office of Court Administration (OCA) reports and statistical reports.
• Verifies and reviews all credit card receipts and daily credit card processing.
• Performs all other related duties involved in the operation of the District Clerk's office as assigned or required.
  
  

Minimum Requirements

• Bachelor's degree in related field or equivalent.
• Minimum of two (2) full-time years' work experience in related field.
• Spreadsheet and/or word processing software knowledge/experience preferred, with either specific program applications or general applications such as Microsoft Office Suite and Excel.
• Good, clear and distinct oral and written communication/presentation skills.
• Effective interpersonal and leadership skills.
  
  

Physical Demands And Work Environment & Other Requirements

While performing the duties of this position, the incumbent is regularly required to sit, walk, climb, stoop, lift, push and pull.