Court Administrator

The City of Tomball will be accepting applications for a Court Administrator, this role will serve as a leader in operational excellence, technology utilization, process improvement, and continuous modernization of Municipal Court services to enhance efficiency, compliance, customer service, and access to justice. The Administrator is responsible for overseeing and coordinating court operations and administrative functions. While adhering to State statutes and City ordinances, this role focuses on maintaining the court's efficiency, managing personnel, ensuring financial accuracy, and handling records and warrants. The Court Administrator interacts professionally with the public, police, attorneys, and associated agencies.

DEPARTMENT: City Secretary Office

FLSA: Exempt

SUPERVISOR: City Secretary

Positions Supervised: Assistant Court Clerk, Court Clerk, Bailiff (s)- PD/Court, Senior Court Clerk, Chief Prosecutor, Associate Judges, Associate Prosecutor.

PAY GRADE: T-165

• Administration: Oversee daily court operations, activities, and programs. Develop and implement short and long-range strategic plans. Collaborate with judges and prosecutors to establish and maintain policies and procedures. Manage the department's budget, projections, and annual justifications. Stay updated on changes in State statutes and new regulations.
• Technology & Process Improvement: Evaluate, implement, and optimize technology solutions that improve court efficiency, records management, customer service, reporting, and operational effectiveness. Identify opportunities for automation, workflow improvements, electronic records management, and process modernization. Maintain awareness of emerging court technologies and industry best practices.
• Personnel Management: Supervise and direct all Municipal Court staff, ensuring training and performance standards are met. Conduct annual performance reviews and manage employee relations. Oversee recruitment and training in conjunction with HR. Manage payroll and approve staff time-off requests. Coordinate annual training for prosecutors and judges. Promote a culture of continuous improvement, innovation, and professional development by encouraging staff training, cross-training, technology adoption, and operational excellence.
• Payment Management: Ensure daily cash drawer reconciliation and review daily cash reports. Oversee bank deposits and invoice processing. Manage outstanding invoices for the Municipal Court Department.
• Records Management: Maintain court records according to retention schedules and applicable electronic records management requirements. Assist with the implementation and maintenance of digital recordkeeping systems, document management platforms, and workflow solutions.Answer and process open record requests. Update resource materials and maintain a wide variety of court-related files.
• Warrant Management: Review and process citations and warrants. Oversee collections and report to collection agencies. Assist in warrant audits and ensure removal of served or recalled warrants from systems.
• Reporting: Report convictions to DPS and provide monthly activity updates to the Office of Court Administration. Process and report quarterly court costs to the State Comptroller. Review and assess weekly court updates for Council.
• Case Flow Management: Manage and adjust court calendars as required. Ensure efficient case flow during court sessions and address any work or performance gaps. Assign staff to monitor specific case programs.
• Administrative Coordination: Collaborates with Presiding Judge to ensure court’s smooth operation.
• Contribute to the team effort by performing other related duties as assigned.

Success Framework. The following list of knowledge, skills, and abilities have been identified by our team as building blocks towards efficiency and effectiveness in this role.

• Knowledge of City's municipal court operations, State statutes, and City ordinances.
• Organizational Skills to manage multiple tasks, personnel, and ensure court efficiency.
• Strong Communication Skills to handle inquiries and liaise between various stakeholders.
• Proficiency in Financial Management for budgeting, payment reconciliations, and reporting.
• Attention to Detail when handling records, warrants, and reports.
• Leadership Abilities to direct, train, and motivate a diverse staff.
• Analytical Skills to assess court operations, develop strategies, and make informed decisions.
• Strong technical aptitude and ability to leverage software solutions to improve court operations and customer service.
• Preferred knowledge of Municipal Justice/INCODE Cloud software, including system administration, configuration of forms, templates, macros, reports, and workflow enhancements.
• Ability to evaluate, recommend, and implement operational improvements utilizing technology, automation, and data analysis.
• Commitment to continuing education, professional development, and staying current with municipal court best practices, legislative changes, and emerging technologies.
• Change management and project coordination skills to successfully implement new processes, technologies, and organizational improvements.

Equipment and Tools commonly associated with the performance of the functions of this job.

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Municipal Justice/INCODE Cloud, electronic records management systems, document imaging software, reporting and analytics tools, and workflow automation platforms. Experience configuring forms, templates, macros, reports, and system workflows is preferred.

Work Environment or atmospheric conditions commonly associated with the performance of the functions of this job.

• The work is typically performed indoors in an office or court setting.
• May be required to work in high or dangerous places.
• Work may involve potentially life threatening exposure to extreme temperatures, humidity, noise, chemical/gases, contagious diseases, airborne particles/pathogens, and/or physical trauma.
• May regularly be exposed to uncomfortable temperatures, humidity, noise, chemicals/gases, contagious diseases, airborne particles/pathogens, and/or physical trauma.
• May be required to work in confined spaces.
• May be exposed to biohazards or bloodborne pathogens.

* Physical Abilities. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Work requires the ability to sit, stand, walk for extended periods of time.
• Work requires the ability to complete repetitive wrist, hand, and/or fine motor movement.
• Work requires the ability to grasp, pull, push, and reach.
• Work requires the ability to talk, hear, listen, and comprehend.
• Work requires the ability to drive and/or operate mechanical equipment.
• Work requires visual acuity of 20 feet or more, visual acuity of 20 inches or less, three- dimensional vision, precise hand/eye coordination, the ability to identify and distinguish colors
• Must be able to lift up to 40 pounds.
• Work requires the ability to stoop, kneel, crouch, and/or crawl.

SALARY:

• Hiring range - $89,048- $95,281.36 ($42.81 - $45.81)
• Salary range - $89,048 - $126,448

**Salary is dependent on qualifications and certifications**

Qualifications

Education: Bachelor's or Associate's degree or 5-6 years of relevant work experience.
Experience: Minimum of 5-6 years of progressively responsible and relevant work experience is required, including at least three (3) years of supervisory or management experience. Experience administering or leading operations within a municipal court environment is strongly preferred.Certifications: Level I TMCEC, SSETCI/CJIS certified.Licensing: Driver's License