Circuit Court Office Manager 1000 Nature of Work This is very responsible administrative and legal work supervising the daily operations of four county courts (Criminal, Civil, Juvenile and General Sessions) located in offices for the Circuit Court Clerk. The Circuit Court Office Manager provides supervision for office staff located at the courthouse and at satellite office of the Circuit Court Clerk. Activities associated with the job include coordinating all Grand Jury proceedings on a monthly basis, preparing and copying all Circuit Court Criminal proceeding into the minute book, coordinating and preparing trail dockets and coordinating the jury selection process. Additional activities include coordinating and preparing filing of court costs to the state, preparing time sheets for Grand Jury, Foreman and Jury Commission, coordinating Grand Jury and Petit Jury panels and preparing technical records for submission to the Appellate Court. The incumbent also assists with coordinating the activities of bail bonding companies, coordinating Deeds of Trust filings and releases and assists with sequestered jurors. The incumbent has extensive contact with the public, attorneys, judges and law enforcement agencies and are subject to work overtime depending upon workload demands. Occasionally the Office Manager may be asked to concentrate on specific areas of court operations and they should be capable of performing all of the duties associated with the job. Job related responsibilities require thorough knowledge of General Sessions and Circuit Court operations, strong organizational, interpersonal and decision making skills, considerable experience supervising staff, dedicated attention to detail and the ability to respond to varying workload demands in an efficient and effective manner. Job performance is evaluated by the Circuit Court Clerk through review of the level of support provided for court operations, knowledge of legal proceedings and processes associated with applicable court operations, organizational, interpersonal and decision making skills, ability to effectively supervise assigned staff, accuracy and thoroughness of completed work and the ability to prioritize and perform assigned duties in an efficient, thorough and timely manner. Job related duties are also subject to annual state audits. Illustrative Examples of Work -Coordinates Grand Jury proceedings on a monthly basis. -Prepares and copies all Circuit Court Criminal proceedings and enters into the minute books. -Coordinates the jury selection process and assists with sequestered jurors as necessary. -Coordinates and prepares filings of court costs and ensures timely submission to the state. -Coordinates Grand Jury and Petit Jury panels and maintains time sheets for the Grand Jury, Foreman, Jury Commission, Grand Jury Secretary and Petit Trial Jurors. -Oversees and assists with printing out the Court docket and arranging each warrant in accordance with the docket by case number and name. -Assists with preparing Circuit Court trial cases by pulling each file according to the trial docket and ensuring that all paperwork associated with each case is in the file. -Assists with the development of a docket sheet for each court case and ensuring all required sheets are in each judge s assigned minute book in numerical order. -Oversees and assists with contacting Bankruptcy court and redistributing funds to the Trustee for all 1
civil cases with bankruptcy filings. -Oversees the maintenance of journals and daily deposit reports and receipts and the generation of the daily clerk s report. -Oversees and assists with generating undisbursed receipt reports and reviewing for accuracy. -Oversees the maintenance and/or release of holds on funds received on civil cases in accordance with governing statutes. -Oversees and assists with generating and processing checks and ensuring that the check register is completed after checks are written. -Oversees and assists with the generation of reports to accompany end of month checks to various state agencies. -Oversees and assists with generating monthly reports for DUI, Trustee and the Attorney Assessment Fee Report. -Assists with overseeing financial information and assists state auditors when necessary. -Oversees the activities of the Deputy Clerks and assists the Circuit Court Clerk with making office administrative decisions. -Oversees and assists with the collection and receipt of child support payments, fines, citations and court costs. -Oversees and assists with entering state summons into the computer for daily court preparation in Criminal, Civil, Juvenile and/or General Sessions Courts. -Assists with preparing court cases by copying all applicable paperwork in the file, developing an index, bill of costs and placing in a binder. -Oversees the preparation and mailing of notices to each party involved in Court cases set for trial. -Assists with preparing Civil warrants, Detainer warrants and Possessory Hearing warrants by compiling necessary information requested by each form, entering warrant information on the Rule Docket book and issuing a warrant number. -Assists with coordinating the activities of professional bail bonding companies. -Coordinates Deeds of Trust filings and releases. -Assists the public by answering questions and providing information pertaining to Criminal, Civil, Juvenile and General Sessions court operations in a courteous manner. -Supervises and directs the daily, weekly and monthly activities of assigned office personnel. -Answers the phone, provides information or refers the call to the appropriate office. -Oversees and assists with processing in-coming mail and distributing as necessary. -Ensures the proper documentation in the Rule Docket Book when warrants have been returned served or unserved, enters the information into the computer and notifies all concerned parties. -Oversees and assists with preparing Garnishments/Levies forms for individuals, calculating judgment balances, adding interest if required, court costs and filing fees and entering the information for each court case. -Assists with collecting and receipting child support payments, fines, citations, court costs and restitution payments. -Oversees and assists with filing civil lawsuits, issuing summons and entering required documentation into the computer. -Oversees and assists with entering court orders into minutes, indexing and entering into the computer. -Supervises and assists with entering new cases in the computer system and updating information as 2
needed. -Assists with preparing Judicial Hospitalizations for individuals committed to institutions. 3
-Calculates and enters court costs for criminal cases, misdemeanor cases and civil cases for Criminal, Civil, Juvenile and General Sessions court. -Prepares and issues Violation of Probation warrants. -Oversees and assists with issuing subpoenas and entering Satisfaction of Judgments. -Files hospital liens and releases, adoptions, parental surrenders, and judicial committals as required. -Approves property bonds and prepares bonds for sessions and criminal court. -Oversees and assists with preparing dockets for docket soundings and providing copies to attorneys who are present. -Oversees the maintenance of records of Rule 31 mediators. -Supervises the issuance of Showcause Orders for failure to appear and contacting bonding companies to arrest the individual. -Issues subpoenas for Grand Jury, state and civil warrants, writs of possession, and criminal process stemming from a Grand Jury. -Prepares technical records for appeal to any of the appellate courts upon the filing of proper documents. -Attends courtroom proceedings when directed to do so and records jury messages as needed. -Ensures that computer back-up tapes are safely and securely stored on a daily basis. -Files orders for probation, restraining orders, and general court orders as required. -Oversees the logging of traffic citations into the docket book, assigning a number, and entering into the computer and preparing the required reports to Nashville. -Oversees and assists with making entries on the docket and preparing and posting all minutes. -Ensures that all personal cash drawers are balanced on a daily basis. -Completes record requests from TBI and other law enforcement agencies and faxes back to the requesting agency. -Oversees the completion of jury work sheets and preparing jury commission reports. -Arranges probation cases for review on the docket. -Prepares dockets of new cases set for trial for court for Judges and attorneys after docket soundings. -Oversees and assists with processing and filing divorce, juvenile petitions and child support papers. -Assists with issuing capiases for individuals who fail to report to court for hearings, traffic citations, etc. -Performs related duties as required. Necessary Requirements of Work Graduation from an accredited four year high school, supplemented with additional course work in office or business administration and/or paralegal studies; thorough experience working in Circuit and/or Sessions court operations and administration or for a law office or an attorney; ability to perform numerous tasks in an organized and efficient manner; considerable supervisory experience; strong organizational, interpersonal and decision making skills or any equivalent combination of education, training or experience to provide the following critical knowledge, abilities and skills: -Thorough knowledge of the Tennessee Code Annotated statutes pertaining to Civil, Circuit Juvenile, and General Sessions court proceedings including applicable costs, fines and punishment for various criminal offenses. -Thorough knowledge of State Court Clerk s Manual including all processes and procedures for the issuance and proper maintenance of all legal documents dealt with on the job. 4
-Thorough knowledge of Civil and Criminal Rules of Procedures. -Thorough knowledge of the Local Rules of the Court. -Thorough knowledge of traffic court proceedings including applicable fines, punishment for various offenses and driving license restrictions. -Thorough knowledge of County court systems policies and procedures. -Considerable knowledge of modern office practices and organization, basic accounting procedures, and commonly used office equipment. -Considerable knowledge of selection processes for juries and the proper protocol for dealing with jury members including compensation, sequestration, etc. -Considerable knowledge of effective supervisory techniques and practices including the selection, evaluation, motivation and discipline and/or discharge of staff. -Ability to analyze problems and make decisions within existing guidelines. -Ability to make arithmetic computations and tabulations rapidly and accurately. -Ability to communicate effectively in oral and written forms. -Ability to establish and maintain effective working relationships with co-workers, attorneys, law enforcement officers, and officers of the court. -Ability to interact in a professional and courteous manner with the public. -Ability to apply basic bookkeeping principles to the maintenance of standard fiscal and accounting records. -Ability to effectively supervise and direct the activities of administrative staff. -Ability to perform numerous tasks, sometimes simultaneously in an organized and accurate manner in spite of frequent interruptions. -Skill in the operation of common office equipment (e.g., computer terminals, typewriters, FAX machines, photocopiers, calculators, postage machines, etc.). -Skill in the use of computer terminals, proprietary software programs and related software applications. Necessary Special Requirements -Job responsibilities require the incumbent to be bonded. -Possession of a Notary Public. County Government FLSA Non-Exempt 08/13/2008 5