Municipal Court Supervisor

Pending Council Approval, effective 07/01/24, salary range will increase to $6,219.00 - 7,937.00 per month. 

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

JOB OBJECTIVES

To plan, coordinate, administer, supervise, and participate in the daily operations and activities of the City’s Municipal Court operations in the Administrative Services Department; to evaluate the operations and activities of the assigned functions; to formulate policies, procedures, and practices; and perform related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Assistant City Manager/Finance Director, but considerable leeway is granted for the exercise of independent judgment.
 
Exercises general and direct supervision over administrative support staff.

ESSENTIAL JOB FUNCTIONS

The following tasks are typical for positions in this classification. Any single position may not perform all of these tasks and/or may perform similar related tasks not listed here:

1. Oversee and coordinate the daily operations and activities of the City’s Municipal Court operations.
2. Assist in developing and implementing division goals, objectives, policies and procedures to meet legal requirements.
3. Process court related transactions; collect court-imposed fines; compute receipts, or verify data, fees or payments; prepare fine installment agreements; and complete Department of Motor Vehicle reinstatement forms.
4. Oversee and coordinate administrative activity, including scheduling trials, corresponding between attorneys, clients, and/or internal customers, preparing dockets, officer subpoenas, and trial notices, acting as court clerk during trials by serving as primary support to the Judge and maintaining courtroom, and recording accurate dockets of case dispositions.
5. Receive, transfer, or refer calls to proper sources; provide program information related to Municipal Court procedures and services without providing legal advice; transmit, screen, or convey information using proper format, document, and procedures; make basic interpretations of existing office policy to facilitate office operations/program procedures or to convey information about services. 
6. Enter a variety of information and quantitative data and records associated with court activities into various automated systems or applications; verify the accuracy of entered data; create reports, documents, and formats in these application programs; monitor, gather, interpret, and document information for completeness and accuracy in accordance with program requirements.
7. Allocate money received or proper accounts, and process related paperwork; compile and maintain data and fiscal information for budgeting and billing purposes.
8. Work with vendors to ensure that the Court software for citation and parking tickets is maintained.
9. Participate in budget preparation and implementation for municipal court program, including preparing cost estimates and justification for budget requests, reviewing monthly expenditures to ensure compliance with approved budget; monitor the collection of, receipt and transfer of fines, monies, and other funds that pass through the court system.
10. Participate in the recruitment and selection of new employees; coordinate the work of the Court Clerk, including overseeing daily activity, planning and assigning work, monitoring and evaluating performance, training, and responding to questions and concerns from employees.
11. Prepare cash reconciliation of daily intake, processing bills for payment, researching quotes for budgeted items and any daily cash reconciliation problems, processing bond refunds, citations, and payments; working with collections agencies to assure revenue is received, compiling reports for statistical purposes.
12. Keep immediate supervisor and designated others accurately informed concerning work progress, including present and potential work issues and suggestions for new, improved ways of addressing such problems.
13. Drive City vehicles to attend meetings, conferences, workshops, and training sessions; review publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
14. Respond to citizens’ questions and comments in a courteous and timely manner. 
15. Communicate and coordinate regularly with appropriate individuals to maximize the effectiveness and efficiency of interdepartmental operations and activities.
16. Contribute to a positive work environment.
17. Maintain regular, predictable attendance and punctuality.
18. Perform other directly related duties consistent with the role and function of the classification.

QUALIFICATIONS

Knowledge of:

• Applicable Oregon State Traffic Code and City Ordinances;
• Principles, practices and procedures of municipal court operations;
• Effective supervisory principles and practices; including work planning, assignment, performance review and evaluation, and training;
• Basic bookkeeping and cash handling principles and practices;
• Basic principles and practices of public agency budget development and administration;
• Computer applications related to the work, including word processing, database, and spreadsheet applications;
• Modern standard office equipment and operation;

Ability to:

• Effectively supervise, train, motivate and evaluate the work of staff;
• Maintain confidentiality of all information;
• Compose, draft, and edit correspondences and reports;
• Exercise sound, independent judgement;
• Effectively work with angry and hostile people when required;
• Communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Understand and follow oral and/or written policies/ procedures, and instructions;
• Prepare and present accurate and reliable reports containing findings and recommendations;
• Operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Use logical and creative thought process to develop solutions according to written specifications/ and/or oral instructions;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines; 
• Quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Demonstrate integrity, ingenuity, and inventiveness in the performance or assigned tasks. 

Education and Experience Guidelines

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: 

Equivalent to the completion of twelfth grade.

Experience:

Three years of experience as a Court Clerk or similar experience in a directly related field, or

any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work. One year of supervisory experience preferred.

License or Certificate:

Must be able to obtain LEDS certification within 60 days of hire.

Must pass an extensive background investigation.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Environment: Incumbents work in a normal office setting with exposure to computer screens. Incumbents in this position have extensive interactions with the general public, including angry or hostile people.

Mobility: Incumbents require sufficient mobility to work in an office setting and operate office equipment; to walk, stand or sit for prolonged periods of time. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate office equipment. 

Vision, Hearing and Communication: Vision sufficient to read small print, computer screens and other printed documents. Hearing and speech sufficient to communicate in person and over the telephone. Incumbents in this position will have frequent interactions with individuals inside and outside the organization.