Court Administrator/Magistrate

Court Administrator/Magistrate

Supervisor: District Court Judge
Salary Grade: 11M (Management)
Rate of Pay: $68,179 – $73,733
Job Code: Appointed
FLSA Classification: Exempt
Location: 90th District Court, Emmet County Building
Date: 6/12/2024

Position Summary

Executes and completes all necessary duties to ensure the efficient, effective and accurate administrative management of the 90th District Court, as well as perform quasi-judicial functions as needed. The Administrator is the Chief Administrative Officer of the administrative policies and procedures of the Court. This includes:

  • Personnel management
  • Fiscal management
  • Case flow management
  • Records management
  • Automated office management
  • Jury management
  • Space and equipment management
  • Public education
  • Information management
  • Research and advisory services
  • Intergovernmental relations

Reviews court rules, statutes, and administrative orders pertaining to court operation. Responsible for the development and implementation of procedural changes in the administrative division of the court. Utilizes current countywide and/or department specific software to complete assignments.

Essential Functions

Personnel Management

Assist the Chief Judge with Administration of the personnel system. Assumes responsibility of interviewing and hiring staff, training, cross training, assigning work, reviewing and evaluating performance, advising, counseling, disciplining, responding to internal complaints and discharges.

Fiscal Management

Prepares proposed budget for the District Court and submits to the Chief Judge for approval. Submits and presents proposed budget to funding units for final approval. Administer accounting, purchasing, payroll, benefits and fiscal control functions. Ensures the collection and appropriate disbursement of revenue to the State, Local Municipalities, and the funding unit. Assesses collection programs and implements modifications as necessary. Prepares monthly transmittals for County Treasurer. Reconciles Depository and Bond accounts monthly. Responsible for caseload and financial audits conducted by the County, State, or Federal authorities.

Case Flow Management

Analyze and evaluate pending caseload and prepare recommendations for effective case flow management. Implement same and administer any necessary adjustments. Manage case assignment system, re-assignment of cases and requests for visiting judges.

Records Management

Create, implement and maintain uniform record keeping systems, as well as disposal of same. Provide the State Court Administrative reports quarterly, provide monthly Crime Victim reports to the State of Michigan, complete annual caseload reporting to Michigan and probation statistics to the Federal government.

Automated Office Management

Analyze, evaluate and implement automated systems to assist the Court. This includes computers, word processors, facsimile, telecommunications, microfilm, and video recording system. Monitor and manage the JIS (Supreme Court Software) programs, JAVS (Video Recording system), LEIN, SOS, access and rules. Manage any new software from the County, State and Supreme Court for court use.

Jury Management

Manage the jury system to minimize cost and maximize citizen participation and convenience. Maintain jury data, summons, correspondence with jurors, ensure appearance of scheduled jurors, and assist with jury selection and maintaining jury records.

Space and Equipment Management

Plan physical space needs, purchases and manage equipment and supplies.

Public Education

Act as liaison to other agencies, courts and governments, attorneys, and the public to educate and promote the work of the court.

Information Management

Act as clearinghouse for the release of information to the media, public and other departments and branches of government.

Research and Advisory Services

Identify administrative problems and recommend changes to the Chief Judge.

Intergovernmental Relations

Act as District Court Representative and Liaison to other government agencies, courts and State Court Administrative Offices. Confers with the Chief Judge regarding requests submitted to the Board of Commissioners and other legislative bodies.

Clerical Support

Assist and advise support staff with the more complex or difficult issues/cases. Confer with plaintiff and/or defendant to explain court procedures.

Treatment Court Coordinator

Responsible for providing leadership and direction under the supervision of the presiding Judge to ensure compliance with the standards set forth by the State Court Administrative Office and Michigan Association of Treatment Court Professionals. Serves as liaison with attorneys, treatment providers and drug testing contractor, district court intensive supervised probation, and residential treatment facilities. Also responsible for specialty court grant funding, accounting and submission, reporting, certification, and training of new team members.

Clerk of the Court

Responsible for completing all verifications of records and certifying records, producing exemplified records, following/managing court files according to current court rules. Following the record retention schedule and maintaining records according to said schedule.

Magistrate

Responsible for performing all duties of a magistrate, as permitted by statute and as outlined in the local court order for this magistrate, including but not limited to presiding over arraignments and informal hearings, authorizing search warrants, issuing arrest warrants and setting of bond, and presiding over marriages. Flexible work schedule also entails sharing in on-call rotation for after-hours/weekend bond setting and issuing of warrants. Must be able to meet with incarcerated individuals to set bond.

Certified Electronic Recorder (CER)

Responsible for securing and maintaining license with the State of Michigan as a Certified Court Recorder as statutorily required (MCL 600.8601). Acts as official court recorder/reporter, may act as secretary to the district court judge including producing certified transcripts of proceedings, and perform other functions and duties as may be required by rule of the Supreme Court.

ADA Coordinator

Responsible for keeping all requests and records as required and making the accommodations required by law.

Other Duties

Update and manage the Local Administrative Orders for the Court. Performs other duties as assigned by the Chief Judge.

Desired Behavioral Traits

Ability to handle difficult situations and communicate information accurately in a polite and calm manner.

Knowledge, Skills, & Abilities

  • Managing in a team environment.
  • Office management practices and procedures in a court setting.
  • Financial record keeping practices and techniques.
  • Principles and practices of legal records management.
  • Ability to find applicable laws, codes, regulations, court rules, and jury instructions.
  • Use of specified computer applications involving the use of various databases, spreadsheets, and software programs.
  • Judicial system, legal practices and terminology.
  • Correct business English, including spelling, grammar and punctuation.
  • Ability to deal with a variety of individuals from various ethnic, cultural and socio-economic backgrounds, in person and over the telephone, occasionally in strained and confrontational situations.
  • Planning, organizing, and reviewing the work of others.
  • Training others in policies and procedures related to the work.
  • Performing specialized, complex administrative support work.
  • Reading and explaining rules, policies and procedures.
  • Analyzing and resolving varied office administrative problems.
  • Making accurate arithmetic calculations.
  • Compiling and summarizing information and preparing periodic reports.
  • Organizing and prioritizing work activities and meeting critical deadlines.

Education/Experience

Bachelor’s Degree in Judicial Administration, Business Administration, Criminal Justice Administration, Public Administration or related field involving administrative management education and training. Five years of progressively more responsible or expansive supervisory, administrative or management experience involving caseload management and court systems, preferably in the District Court. Computer technology including programming and implementation of court systems desired.

Certifications/Licenses

  • Certified as Magistrate through State Court Administrative Office and Michigan Judicial Institute.
  • Able to apply as Notary Public
  • LEIN, SOS, or CER/CEO (Certified Recorder or Operator) training or certification desired.
  • Must be willing to comply with the Model Code of Conduct for Michigan Trial Court Employees

The above statements are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person.

The qualifications listed above are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties of the job.

Emmet County, Michigan
200 Division Street, Petoskey MI 49770
(231) 348-1700 | Contact Us