Job Description

Posting number: 10891-HR

Department: 0116 - Muni Court Clerks

Division: 011601 - Municipal Court-Clerks

Job classification: Chief Deputy Clerk

Posting type: Open

Categories: Court Administration

Responsible for the analysis, setup, and implementation of the Case Management System. Documents work flow, provides recommendations for new business processes and concepts through the latest technological paths available with the current system. Provides training and documentation for any new or re-engineered processes. Understand the business issues and day to day challenges of the Court.

Examples of duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned by the Clerk.
Process work orders as it relates to Enterprise Justice business processes, forms, or projects; and communicates to internal customers according to Track-it protocol.
Establish a period to monitor the quality of the project, which may include ECR Reports or other measurement tools.
A project plan and issue log must be created when managing projects. A project timesheet is to be filled out daily.
Responsible for working with the department and/or division to create and implement project plans, Enterprise Justice system analysis and set up.
Assist in the development, setup, and implementation of security provision of Enterprise Justice applications.
Build and create ECR Reports to be used in the Enterprise Justice application as assigned.
Assist in the development, setup, and implementation of the financial application in Enterprise Justice as assigned.
Assist in analyzing, designing, developing, documenting business process procedures and workflows as required for court operations.
Evaluate, maintain, and upgrade Enterprise Justice application releases, as well as software associated with it (i.e. Ohio Court Network).
Assist in the enforcement of project deadlines and schedules.
Develops internal and external meeting objectives and agendas.
Works with Departments and/or Divisions to develop strategic plans for business improvements.

Qualifications

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
Minimum of 5 years of experience with the Court (preferred but not required), or Bachelor’s degree in related field required with one to two years experience.

Supplemental information

Additional Responsibilities may include the following:
Quality Assurance and Control: As a facilitator on the Project Management Team you will be responsible for your daily tasks assigned and job duties, but in addition to that the Facilitator will devote a percentage of his/her time to Quality Assurance and Control which will include the following tasks: o Divisional Training o Attend all General Division Quality Assurance & Control meetings as a spokesperson for the Clerk of Courts - Project Management Team o Document Quality Issues o Review and analyze quality data entry to find specific types of quality problems the department or court is experiencing o Write and implement test plans o Report problem facts and findings to Project Management Coordinator o Professional Development Training o Attend Quality Assurance & Control training session (To de determined) o Include Quality Findings in Project Management Team weekly status report The above statements are intended to describe the general nature and level of work being performed by individuals assigned this classification. They are not an exhaustive list of all job duties performed. Other duties may be assigned.

SUPERVISORY RESPONSIBILITY
Direct, plan, and communicate with Court Management relevant day to day operations. Follow up on customer service processes.

CORE COMPETENCIES

• Five years of court operations experience, (preferred but not required).
• Must have or develop an understanding of the functions of Court departments in order to assess needs and provide appropriate services (preferred but not required)..
• Demonstrates regular and punctual attendance and arrives prepared for work.
• Excellent customer service skills, analytical skills and judgment, with the ability to make recommendations or decisions on a timely basis.
• Problem solver, and to interpret business needs and translate them into the application and operational requirements.
• Ability to establish and maintain effective working relationships with departmental officials and associates.
• Ability to analyze and solve problems while developing, establishing and maintaining an efficient office work flow of processes.
• Committed to doing the best job possible and diligently follows through on work assignments, projects and/or commitments.
• Consistently meets deadlines.
• Makes sound, well-informed, and objective decisions promptly.
• Capable of multi-tasking and has excellent written and oral communication skills.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Motivated, independent worker, who collaborates well with others.
• Ability to work well in a team. Hardworking individual, detail oriented with strong organizational skills.
• Maintains a positive attitude, excellent interpersonal skills and excellent customer service.
• Accuracy and attention to detail.
• Must have intermediate or advanced Microsoft Word, Excel and PC computer skills; including data entry skills.
• Must type 30 words per minute.
• Clerical skills, i.e. filing, telephone skills, correspondence, proofreading, alphabetizing, etc.
  

ENTRY-LEVEL IT RESPONSIBILITIES
IT Project Support

• Support IT project documentation, including gathering business/technical requirements, writing meeting minutes, and tracking action items for system-related projects.
• Assist in testing software upgrades, patches, interface changes, and new Enterprise Justice features prior to deployment, documenting test results and reporting issues.
• Maintain project dashboards or trackers using tools such as SharePoint, Excel, and Track-It. Data & Reporting
• Assist with data validation and integrity checks during migrations, version upgrades, or module implementations.
• Learn to create or update reporting queries (Crystal Reports and basic SQL tasks when appropriate).
• Run, verify, and distribute scheduled operational and performance reports to stakeholders. Technical Support & User Assistance
• Provide first-level support to Enterprise Justice users by identifying issues, documenting tickets, and escalating technical problems when necessary.
• Help monitor system performance indicators and report unusual behavior or outages.
• Assist in maintaining user accounts, permissions, and access controls within Enterprise Justice and related systems.

PHYSICAL DEMANDS
The physical demands described here 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 the essential functions. Note: The work involves sitting or standing for long periods of time, and repetitive motion. The employee must occasionally lift boxes of files weighing up to 50 lbs.; and/or push file cart weighing up to 50 lbs. Some bending stretching may be required.

APPLICATION PROCEDURE: Qualified applicants are encouraged to apply. All candidates must pass a background check.