Apr. 21, 2014
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Superior Court of California

County of Calaveras

Court Program Manager

 

POSITION DEFINITION:

 

Under limited direction, plans, organizes, coordinates, and manages one or more administrative and/or operational programs of the court; performs and coordinates specialized work in court operations, administration and management; conducts analytical studies into administrative and operational issues; assists in the development of the court’s budget, policies, and procedures; and provides supervision to subordinate staff. This is a regular, full-time, FLSA exempt position.

 

DISTINGUISHING CHARACTERISTICS:

 

This is an at-will, confidential position.  Persons in this position may be assigned to manage and supervise a variety of court programs and functions and provide direct support to the Court Executive Officer by performing research/development analysis and staff work in support of the administration of the court and its programs and operations.

 

This class is distinguished from the Court Unit Manager in that the latter is responsible for an operational unit of the court.  In addition to program management duties, this position provides analytical and administrative support to the Court Executive Officer as directed. 

 

SUPERVISION RECEIVED AND EXERCISED:

 

This class receives limited direction from the Court Executive Officer and supervises other court staff.

 

JUDGMENT AND RESPONSIBILITY:

 

Incumbents have full supervisory responsibility, directly and/or through subordinate supervisors, for other employees. Incumbents work under administrative direction where clear policies, procedures and standards may not always be available or may be very general in nature. Incumbents must therefore exercise considerable discretion with respect to assignments and duties. Errors in work or judgment could result in inefficient operations of the court, poor community relations and possible litigation against the court

 

QUALIFICATIONS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:

 

  1. Employee must have general knowledge of:
    1. Laws, standards, rules, regulations and legal terminology pertaining to the specific duties of the position
    2. Principles and practices of performance management including employee supervision, work planning, organization, training, and performance evaluation.
    3. General operation of the Superior Court, its policies, and procedures
    4. Principles and practices of court management, operations and administration. 
    5. Basic principles of budgeting, cost analysis, fiscal management, and financial analysis.
    6. Problem-solving and conflict resolution methods and techniques
    7. Grant development and writing
    8. General administrative theory and methodologies related to public and business administration
    9. Research and analysis methods and report preparation techniques
    10. Contract compliance and management procedures
    11. Project management techniques
    12. Proper vocabulary, grammar, spelling and punctuation
    13. Verbal and written presentation methods and techniques
    14. Standard office applications such as Microsoft Word, Excel, and PowerPoint

 

  1. Employee must have the ability to:
  1. Communicate effectively verbally and in writing.
  2. Present information to a large group of people and facilitate group discussions
  3. Use good judgment in recognizing the scope and limit of delegated authority.
  4. Maintain confidentiality of information
  5. Direct and manage the daily functions of one or more administrative programs of the court.
  6. Direct and supervise the work of others.
  7. Interpret new legal requirements and legislation affecting court programs; and apply relevant California legal codes, court procedures, policies and filing requirements to court processes.
  8. Plan, organize and direct the operations of one or more programs.
  9. Develop and implement goals, objectives, policies, procedures, and work standards adhering to the mission and strategic goals and objectives of the court.
  10. Explain court processes to subordinate staff and the public.
  11. Gather data, analyze findings, reason logically and prepare analytical reports and recommendations
  12. Analyze and prepare reports on complex administrative issues; make sound policy and procedural recommendations
  13. Establish and maintain cooperative and effective working relationships with judicial officers, attorneys, staff, other agencies, and the public.
  14. Exercise initiative and sound judgment within general policy guidelines.

 

  1. Employee must have and maintain the following certifications / licenses:

a.    Possession of a current and valid California driver’s license.

 

  1. Employee must not contribute to or create a hostile work environment:
  1. Employee shall not engage in any activity that unreasonably interferes with the performance of any other employee, such as sexual harassment, unlawful discrimination or any other behavior that unduly demeans or intimidates another employee.

As an essential function of this position, the employee must be able to handle high levels of stress satisfactorily and be congenial with other employees, judicial officers, supervisors, subordinates, outside contractors and other agency personnel.

 

  1. Employee must have the following minimum experience or training:

Any combination of experience and education that would provide the required knowledge and abilities is qualifying. 

A typical way to obtain the required knowledge and abilities would be graduation from an accredited college or university with a bachelor’s degree in court administration, business or public administration, criminal justice or a closely related field plus four (4) years of progressively responsible experience in a court with at least two years in a lead or supervisory position.   Additional years of experience in a court may be substituted for the recommended education.

                                   

  1. Employee must fulfill the following special requirements:

Frequently stand and walk or otherwise move within the court; normal manual dexterity and eye-hand coordination; corrected vision to normal range; verbal communication; use of office equipment, including computers, telephones, calculators copiers and FAX machines; lift boxes of stored documents weighing up to 30 pounds.

 

 

TYPICAL DUTIES:

 

Depending on assignment, duties may include, but are not limited to, the following:

 

  • Manages one or more court programs; plans, organizes, directs, and coordinates, directly and/or through subordinate staff, the activities of the program; prioritizes and schedules work; coordinates work flow; develops or applies industry developed performance metrics to monitor program performance.
  • Performs a broad range of general supervisory duties including participation in the hiring process; training and reviewing subordinates in the performance of their duties; developing and coaching employees; maintaining performance and disciplinary standards; conducting performance reviews and evaluations; reviewing requests for time off and employee time sheets.
  • Coordinates programs and services impacting multiple court units and programs.
  • Plans, organizes and conducts administrative studies including court improvement projects of court-wide significance or specific to a department.
  • Conduct studies and prepare analysis in support of or response to employer/employee relations proposals and strategies as directed.
  • Plans and coordinates the collection, analysis and reporting of survey and statistical data to the Judicial Council of California and other governmental agencies; monitors statistical trends.
  • Reviews, analyzes, and recommends organizational policy and procedures for various operations; participates in the development of new or revised programs, systems, procedures and methods of operation; identifies court programs that can be enhanced by grant funding and prepares grant proposals.
  • Reviews existing and proposed, local, State and Federal legislation and Rules of Court for impact on the court’s activities; prepares analyses and monitors the effectiveness and results of new initiatives.
  • Prepares correspondence and other written materials.
  • Participates in the development of annual work plans, long-range planning objectives, operational policy and procedure and assists with the resolution of work problems.
  • Assists in the development and implementation of program goals and objectives.
  • Plans and coordinates community outreach activities as directed.
  • Serves as a representative of the court in meetings and on committees with other courts, local agencies, state agencies, stakeholders and the public, displaying courtesy, tact, consideration and discretion in all interactions.
  • Performs other duties as assigned.

 

© 2014 Superior Court Calaveras County