Chief Deputy Clerk

Description

• The Chief Deputy Clerk assists with creating short and long term goals and provides supervisory and operational administrative services in support of the defined goals and objectives of the Clerk’s Office. This position plans, organizes, and manages the operations, facilities, equipment, materials, technology, tools, policies, procedures, documentation, communication, coordination, and assigned employees, according to current department and County practices, ensuring all statutory and defined functions of the office are accomplished.

• Examples of Duties

• ESSENTIAL FUNCTIONS OF THE JOB

• Project management and maintenance of statewide case management and document management system to ensure system reliability and proper replication/data exchange to collaborating state systems, law enforcement and the judiciary.

• Develops, administers, and monitors accurate, realistic, and fiscally sound Clerk’s budget, performs fiscal operations, including departmental payroll, procurement, monitors and balances Clerk’s trust and investment accounts, oversees annual escheatment process for civil and restitution funds held in trust, provides monthly revenue, expenditure performance analysis, and cash flow forecasts for three budgets, according to current department and County practices, ensuring alignment with department goals and objectives and in compliance with Franklin County standards and practices.

• Monitors, reports, interprets, communicates, and recommends, makes and/or leads changes to policy, procedure, or programs due to new trends, innovations, federal, state, and local rules, laws, regulations, legislation, codes, and ordinances as they relate to the assigned areas and responsibilities.

• Manages the creation, development, and maintenance of systems and records including files, lists, logs, and other record keeping systems utilizing computerized and manual systems that provide for proper evaluation control, and documentation of assigned operations according to current department and County practices. Ensures records are accurate and available for annual audit and destroyed in accordance with current mandated retention schedule.

• Manages and ensures the security of all items identified and offered into evidence, oversees the return and/or destruction of exhibits including, but not limited to, weapons, drugs, drug paraphernalia, bio-hazards, blood and explicit photographs.

• Coordinates transfer of electronic and physical historical court records to secure storage and/or Washington State Archives.

• Recommends and leads changes to written policies, procedures, manuals, forms, workflow documents, recordkeeping, facilities, or equipment to ensure efficiency, effectiveness, and compliance.

• Pursues self-development and continuing development of skills and knowledge by attending ongoing educational workshops, reviewing professional or technical publications, and establishing personal networks.

• Develops, implements, monitors, evaluates, and makes improvements to the performance standards, processes, policies, procedures, systems, technology, forms, workflow, and recordkeeping to ensure efficiency, effectiveness, and compliance.

• Plans, organizes, directs work assignments and schedules for departmental employees, evaluates progress, and shifts priorities for the programs, plans, requirements, and administration of services for the Clerk’s office in accordance with related codes, ordinances, regulations, laws, and County guidelines, ensuring work is completed in a safe, efficient, and timely manner. This work includes the activities according to current department and County practices.

• Participates in Clerk's office staff selection activities, provides recommendations on candidate selection, employee promotion, transfer, and discipline as requested.

• Provides or coordinates Clerk’s office new employee orientation, including an introduction to County and department policies, employee or position handbooks, technical equipment, and provides or coordinates the initial and cross training on position and department duties.

• Identifies, recommends, coordinates, or provides support, training, or development activities as needed to enhance employee’s effectiveness. Evaluates and communicates consistent and timely performance feedback, coaching, conducts performance evaluations, and delivers improvement plans for assigned employees.

• Assists with the planning, organizing, directing, and communication of the development, implementation, and progress of the Clerk’s office goals, objectives, policies, procedures, priorities, and performance standards to ensure the efficient and effective operations in compliance with County standards.

• Receives, researches, discerns, and responds to public records requests in a timely manner and in accordance with department, county and state statutes.

• In the absence of the Clerk, or at their request, assumes responsibilities, represents the department, approves decisions, requests, expenditures, and makes recommendations according to department guidelines and policies.

• KNOWLEDGE, SKILLS, AND ABILITIES

• Expert knowledge of laws and regulations, County policies and procedures, as well as principles, practices, procedures, techniques, terminology, and related tools and technology as they relate to area(s) of assignment including the court proceedings process, passport processing, case, records, and exhibit management, jury selection, and legal document compliance.

• Proficient knowledge of principles and practices of management as applied to supervision, training, performance evaluations, program planning, staffing, budgeting, coordination, analysis, and evaluation of programs, policies, operational needs, and staff development.

• Expert knowledge of principles and practices of governmental fiscal management including budget preparation, expenditure control, and sound recordkeeping.

• Expert skills in troubleshooting and resolving issues or problems by analyzing information, identifying alternative solutions, interpreting compliance documentation, projecting consequences of proposed actions, and implementing recommendations in support of goals.

• Expert time management and mental and physical organization skills that support the ability to focus, have clarity, and use strategy to fulfill a variety of tasks successfully.

• Proficient skills in data entry, typing, Microsoft Office Suite, and the ability to learn and have proficient skills in the current County-wide enterprise resource planning software. Expert skills in Outlook, the internet for research, and the ability to learn and have expert skills in the Odyssey, SCOMIS, JMS, JIS, and JABS software or systems.

• Ability to write and speak clearly and concisely, to express ideas and recommendations effectively orally and in writing, and communicate department, technical, or industry information, policies, requirements, and procedures in a language understood by co-workers and the general public.

• Ability to exercise a high degree of independent judgment and discretion and maintain the confidentiality of sensitive or confidential information.

• Ability and willingness to establish and maintain communication and working relationships with peers, representatives from other agencies, vendors, public officials, and the general public using courtesy, tact, and discretion.

• Ability to lead by remaining open to new ideas and approaches, managing change, solving problems and making decisions, managing politics and influencing others, taking risks and innovating, setting vision and strategy, managing the work, demonstrating commitment to staff development, communicating information and expectations often and openly, enhancing business skills and knowledge, understanding and navigating the organization, and creating a feeling of succeeding and failing together.

• Ability to work independently and take advantage of opportunities, organize and prioritize several ongoing and frequently changing assignments to meet deadlines, and communicate changes and progress to supervisor and staff, remaining calm during emergency situations.

• WORK ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work may be performed in the following environmental condition:

• constantly: in an office environment.

• The noise level in the work environment is usually quiet to moderate, a typical office environment.

• Exposure to physical evidence including, but not limited to, weapons, drugs, drug paraphernalia, bio-hazards, blood, explicit photographs and oral testimony.

• 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. Reasonabl