District Court Operations Manager - District Court 31-1-06

About the role

Performs a variety of job tasks for effective operation and support of the magisterial district court at a decentralized court facility under the supervision of the Magisterial District Judge and the MDJ Administrator. This position serves as the coordinating link between the elected Magisterial District Judge and the operations of the office, ensuring that procedures established by the Administrative Office of Pennsylvania Courts, Lehigh County Court Administration, and local/state rules and orders are implemented.

In addition to supervisory responsibilities, this role processes Civil, Landlord/Tenant, Criminal, Traffic, and Non-Traffic cases per PA Rules of Court, local rules, and AOPC procedures. The position also involves receipting payments, preparing bank deposits, applying internal control procedures, and preparing various financial reports, as well as directing and training staff in these processes.

Responsibilities

• Processes electronic filings, enters citations, complaints, and all other filings in the MDJS Computer System for Traffic, Non-Traffic, Court Criminal, Civil, Landlord/Tenant, and Miscellaneous cases. Prepares appropriate files once entered.
• Schedules trials, hearings, and continuances at the direction of the magisterial district judge.
• Enters case dispositions and/or judgments in the MDJS computer system as directed by the magisterial district judge.
• Prepares and handles the mailing of all notices as required by the Rules of Court.
• Files all cases docketed in the magisterial district court according to the AOPC Procedures Manual and local procedure.
• Takes appropriate procedural actions and maintains files on all cases per PA Rules of Court, local rules, and AOPC Procedures Manual.
• Receipts and applies payments received daily and prepares bank deposits. Maintains accurate accounting records according to AOPC Procedures Manual and local policies.
• Processes paperwork for Night/On-call shifts as required.
• Tracks staff attendance and coordinates appropriate staff coverage for daytime and nighttime shifts with MDJ Administration.
• Enters payroll for each employee in the County payroll system and submits payroll as required.
• Monitors, maintains, and orders all needed supplies to ensure efficient court operations. Submits purchase requisitions and office supply orders.
• Assists the MDJ with coordinating coverage for the District Court during absences due to night call, central court, continuing education, or vacation.
• Submits court orders for coverage and organizes the court calendar as directed by the MDJ.
• Oversees financial functions of the District Court, including weekly and monthly financial responsibilities, bank reconciliation, disbursements, petty cash, accounting adjustments, and daily receipts/deposits.
• Implements internal and financial controls as established by local or state directives, rules, and policies.
• Assists state and county auditors with acquiring proper cases, reports, and information for audits. Implements required policies to comply with audit recommendations.
• Attends required training and meetings to stay updated on procedural and case processing requirements. Identifies problematic areas and recommends solutions.
• Provides training to new and existing staff on procedural and case processing requirements.
• Oversees staff and staff assignments, directing them on completing day-to-day task priorities.
• Monitors case management reports and takes appropriate action to ensure proper and timely case flow.
• Performs general secretarial duties such as letter writing, correspondence, and reviewing incoming mail as directed by the magisterial district judge.
• Interacts effectively with the public, personnel, and clients of the system.
• Learns and complies with internal control procedures as established.
• Adheres to standards of conduct and decorum of the court.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• At least 2 years of experience working in the MDJS/District Courts.

Skills

• Maintains a professional working relationship with all District Court stakeholders, including the public, co-workers, other departments, county employees, attorneys, and police.
• Knowledge of PA Rules of Court, Local Rules and Procedures, and AOPC Policies and Procedures.
• Knowledge of Traffic, Non-Traffic, Civil, Landlord/Tenant, and Court Criminal case processing.
• Ability to effectively communicate information to internal and external stakeholders.
• Experience with computer applications required for the role, including MDJS, LCARS, Microsoft Word, Outlook, and various video conferencing formats.
• Ability to travel to various locations to provide clerical support and attend required training.