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Job Description

Detailed information on the job is provided below.

The job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

Deputy Municipal Court Administrator
CI1020
08/03/2007
Exempt
A12
The fundamental reason this classification exists is to assist in the management and supervision of the city's municipal court. Major work functions include managing the department's personnel functions, assisting in financial management, providing judicial and legal guidance, looking into complaints, supervising two or more employees, and assisting with administrative tasks. Work involves independent research into administrative projects and problems as related to the judicial system with delegated responsibility to propose and implement new and/or improved policies and procedures. The incumbent will interact with section heads in a variety of administrative matters. In the absence of the department head, the incumbent will act on matters for which authority has been delegated, including decision making to ensure operational efficiency. The incumbent works under the supervision of the Municipal Court Administrator.
ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTION: Manages the personnel function for the department following city policies, Montgomery City-County Personnel Board Rules, and federal, state and local employment laws in order to ensure the effectiveness of the department's staff.

Prepares and/or ensures accuracy of personnel action forms for hiring, salary increases, workers compensation, disciplinary action and termination.
Requests and processes certifications of eligible applicants from the Personnel Department.
Participates in hiring and promotion interviews and makes recommendations regarding employment decisions.
Evaluates disciplinary actions, department operations or policies and procedures for compliance with city ordinances and state or federal laws or requirements to include sexual harassment or equal employment opportunity laws.
Reviews recommendations for personnel actions from subordinate supervisors to include written documentation of offenses and ensures fairness and consistency in disciplinary actions and the application of policies and procedures, and adherence to department, city or personnel rules and regulations.
Reviews and evaluates policies and procedures concerning employee performance or department operations to include travel, training, staffing levels and equipment and determines the need for new or revisions to existing programs or policies and procedures.
Organizes the relationships between different functions within the Department and with the Police Department and City Jail so that resources are used efficiently.
Gathers information regarding employee work problems in order to make recommendations regarding personnel actions.
Maintains documentation in regards to employee work problems and personnel actions.
Develops employment procedures for the department in regards to interviewing, hiring, internal hearings, etc. in order to ensure cohesive, fair practices.
Presides over internal hearings for employee work problems.
Attends disciplinary hearings, Personnel Board hearings, and employment-related legal proceedings as needed.

ESSENTIAL FUNCTION: Assists in the financial management of the department following city policies and federal and state requirements in order to maintain balanced financial accounts within the department.

Assists in the development and presentation of the department's budget.
Assists in the implementation and monitoring of the department's budget.
Reviews various reports from within the department regarding accounts receivable and disbursements to ensure accuracy and monitor the flow of money into and out of the department.
Administers the distribution of court costs to applicable state agencies and funds.
Traces and locates errors or problems in money flow.
Takes corrective action in regards to errors or problems.
Ensures outstanding debts to the court are actively pursued for collection.
Provides financial information to court accountants and auditors in order to ensure the fiscal processes of the court are accurate.
Assists and participates in audits of court financial records as required under Alabama law.

ESSENTIAL FUNCTION: Provides judicial and legal guidance to staff, citizens, and attorneys following Rules of Criminal Law, the laws of Alabama, the City of Montgomery's municipal code and any other relevant federal, state and local laws and ordinances in order to ensure compliance with judicial and legal requirements and provide accurate information to individuals.

Reads and reviews laws, codes, opinions, etc. to ensure the most up-to-date interpretation for each situation.
Researches questions to ensure the most appropriate response to a situation.
Develops policies and procedures for the staff to ensure the correct administration of laws, codes, opinions, etc.
Discusses judicial/legal issues with the staff to determine the most appropriate response to a situation.
Provides information and explains laws and procedures to defendants, attorneys, witnesses, and members of the public.

ESSENTIAL FUNCTION: Looks into complaints from defendants, attorneys, staff members, and citizens, especially those complaints that cannot be handled at lower organizational levels, following city policies in order to resolve problems.

Talks and listens to individuals who have a complaint to understand their situation.
Provides information to individuals in order to help the individual understand policies, procedures, laws, etc.
Conducts research of records, laws, policies, etc. in order to find the answers to complaints.
Initiates appropriate actions to resolve complaints.

ESSENTIAL FUNCTION: Supervises two or more employees to include defining job duties, setting performance standards, evaluating performance, and recommending hiring, promotions, and disciplinary actions to the Administrator following Personnel Board Rules and city policies in order to ensure the effective performance of employees, efficient departmental operations, and the consistent application of all policies and procedures.

Assigns, schedules, prioritizes and delegates work to employees.
Monitors and reviews the work for accuracy and returns work for corrections.
Counsels employees concerning work performance or work habits.
Interprets and communicates policies and procedures.
Communicates changes in laws, policies and procedures to subordinate personnel and staff to ensure consistent interpretation and application.
Trains new employees.
Evaluates training needs and identifies appropriate sources of training.
Approves overtime and the use of leave.
Documents performance using counseling forms.
Conducts formal performance appraisal with employee.
Recommends the approval of salary increases.
Recommends hiring, retention and discipline.
Enforces department rules and regulations.

ESSENTIAL FUNCTION: Assists with administrative tasks following city and departmental policies and procedures and applicable laws and guidelines in order to ensure smooth and efficient operations.

Researches and analyzes information which may include laws, opinions, technological advancements, etc. to determine trends, resources and relationships which may be used to improve and/or increase services.
Solicits input from judges, staff, other professionals, and citizens regarding the implications, effects, and development of new policies and procedures or programs.
Evaluates new city, county, state, and federal laws, regulations, and standards pertaining to municipal court management and determines their effect on department policies and procedures.
Develops and administers departmental guidelines for individual sections or between sections to ensure efficient, proper service.
Compiles and analyzes statistical data on court activities such as disposition of cases, revenue trends and effects of policies and prepares reports listing results of this analysis.
Knowledge of principles and practices of management and public administration to include budgeting, financial management, and personnel management as needed to ensure the efficient operations of the municipal court.

Knowledge of governmental structure with emphasis on the judicial system as needed to understand jurisdiction and interdependence.

Knowledge of the Code of Alabama to include Criminal Law (Title 13-A), Motor Vehicle Laws (Title 32), jurisdiction (Title 12), Criminal Procedures (Title 23A), Rules of Evidence (Volume 23), Rules of Judicial Administration (Volume 23A) and Criminal Procedures (Title 15) as needed to make accurate and compliant decisions within the municipal court.

Knowledge of case/decision law regarding criminal procedure and constitutional law which may include warrants, domestic violence, and search and seizure as needed to provide guidance to staff.

Knowledge of federal rights to include the U. S. Constitution and the Bill of Rights as needed to provide interpretation to personnel and to protect the rights of citizens.

Knowledge of the definition and classification of crimes, particularly the elements necessary to charge specific offenses (felonies, misdemeanors, and violations), to include power and authority of arrests and whether a warrant can be obtained as needed to ensure lawful arrest and protect suspect's constitutional rights.

Knowledge of the City of Montgomery's municipal ordinances as needed to make accurate and compliant decisions within the municipal court and to recommend adjustments to the ordinances.

Knowledge of Montgomery City-County Personnel Board rules as needed to supervise and manage employees.

Knowledge of personnel and employment laws such as Title VII, ADA, Sexual Harassment, and FLSA as needed to manage and supervise personnel.

Ability to read documents such as Code of Alabama, municipal ordinances, legal documents, and other complex laws, court decisions and legal opinions as needed to ensure compliance with laws and procedures and to provide information to judges, the public and others.

Ability to verbally present information using appropriate tone, delivery style, volume, pace, and non-verbal gestures as needed to ensure the listener's attention and understanding, explain policies and procedures, discuss problems, give oral testimony depositions or court and to address civic groups or the media.

Ability to communicate ideas in writing to include organizing thoughts in a logical manner, clarity, conciseness, adapting style to the writer, and using proper spelling, punctuation, and grammar as needed to compose narrative summaries, reports, and correspondence and to review and edit the work of others.

Ability to perform basic accounting and/or financial functions as needed to prepare and administer a budget and monitor accounts receivable and disbursements.

Ability to analyze problems to include reviewing all relevant information, identifying related items and issues, tracking events in time, interpreting data, and securing additional information.

Ability to solve problems to include weighting alternatives, evaluating the impact of decisions, honoring confidentiality, and considering consequences.

Ability to make decisions that are legally defensible as needed to provide guidance to staff, respond to citizen questions and complaints and prepare documentation for disciplinary action.

Ability to conduct research by gathering information from various sources such as hard copy files, computer files, and interviews as needed to research complaints, resolve discrepancies, trace services provided, and develop reports.

Ability to establish and maintain effective working relationships with the Mayor, judges, prosecutors, public defendants, other attorneys, city employees, officials and the public to include maintaining a positive image for the Department as needed to respond to inquiries or complaints.

Ability to plan and implement complex projects or programs to include scheduling meetings, providing feedback, utilizing staff and other resources, delegating tasks, setting standards for work, resolving differences or problems, monitoring the quality and timeliness of work, taking corrective action, and negotiating for materials, supplies, and services as needed to improve and enhance the services of the municipal court.

Ability to plan, assign and supervise the work of subordinates to include setting and enforcing performance standards, evaluating subordinate work performance, providing guidance and monitoring subordinated performance standards in a fair and impartial manner as needed to provide assistance, extend recognition, discipline, motivate or counsel and to ensure work is being performed correctly and in a timely manner.

Ability to prepare and execute a variety of legal forms and documents such as subpoenas, warrants, depositions, summons, notices of appeal, bankruptcy notifications and payments to include the purposes of each as needed to ensure compliance with city codes and state law requirements.
Bachelor's degree in business administration, public administration, criminal justice or related field and three years of supervisory/management experience in the interpretation, application and administration of federal, state, and/or local laws or three years of supervisory/management public administration experience which includes budget, financial and personnel management; or an equivalent combination of education and experience.
Must attend and successfully complete the Alabama Municipal Court Clerks and
Magistrates Association Certification Program within three years of appointment.
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