Court Administrator

The Court Administrator serves as the highest non-judicial position in the Court. The Court Administrator works under the direction and supervision of the Presiding Judge in accordance with General Rule 29 and all applicable state laws. This position assumes full responsibility for the planning, directing, implementation, and management of all the non-judicial, day-to-day operations of the court serving the cities of Kirkland, Clyde Hill, Medina, Hunts Point, Yarrow Point and Woodinville.

The Court Administrator develops and implements policies and procedures, the court budget, oversees personnel management and development, accounting, case-flow management, oversight of projects, grants, contracts, establishes and maintains the court's continuity of operations plan, and performs other responsibilities as required. This position provides leadership and strategic vision including but not limited to developing short and long-term goals for effective court services.

Distinguishing Characteristics: Accountable to the Presiding Judge to provide highly responsible professional leadership in the management of the Court. Responsible for directing, leading, planning, implementing, and managing the non-judicial, daily operations of the Municipal Court.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Assumes full management responsibility for court operations; plans, directs, implements, and manages the daily operation of the court.
• Conducts the planning and management for the changing physical needs of the court including space design, utilization, and maintenance.
• Oversees the maintenance, retention, and disclosure of records and documents in accordance with applicable rules, laws, and regulations.
• Monitors applicable state and local court rules laws and proposed legislation for any changes that affect court operations or case management.
• Coordinates judicial schedules including pro tern judges and court calendars.
• Directs website content and updates.
• Redesigns and improves forms, notices, and publications.
• Attends and participates at City Council and other board or committee meetings as directed.
• Establishes and maintains cooperative, effective working relationships with judicial officers, attorneys, elected and appointed officials, justice partners, other branches of government, co-workers, and members of the public.
• Coordinates with correctional agencies to facilitate appearances, including virtual or telephonic court proceedings.
• Acts as the court liaison with government agencies, media, and the public.
• Represents the court as an independent branch of government with legislative and executive bodies, including preparing materials for legislative or executive bodies.
• Ensures appropriate and timely research, analysis, and responses to public inquiries or complaints.
• Coordinates programs with all court divisions and other agencies concerning emergency planning and response including but not limited to other courts and the Administrative Office of the Courts.
• Establishes and implements guidelines and procedures.
• Participates in continuing education and development in the court business areas identified by the National Association for Court Management (NACM) as core competencies.
• Participates in continuing education and development related to leadership and management.
• Trains and informs staff on new court procedures on the case management system or new legislative updates.
• Oversees the management of the probation division to include staff and services.
• Manages and supervises court personnel including but not limited to interviewing, hiring, and training employees; planning, assigning, and directing work; addressing complaints, grievances, and disputes; resolving problems; maintaining personnel files as needed; appraising performance; recommending promotions and disciplinary actions; implementing organizational changes; approving and scheduling leave time; and recommending terminations as appropriate.
• Serves as the official spokesperson of court management in labor negotiations.
• Performs work diligently, efficiently, equitably, thoroughly, courteously, honestly, truthfully, impartially, without bias or prejudice, and with transparency.
• Reports for scheduled work with regular, reliable, and punctual attendance.
• Maintains the legally required confidentialities of the court, not disclosing confidential information to any unauthorized person, for any purpose.
• Informs, updates, and advises the Presiding Judge of financial conditions, program progress, and identifies issues and opportunities for improvement and/or policy changes.
• Oversees the development and administration of the court budget (e.g., data collection for the preparation of financial reports, approves the forecast of funds needed for staffing, equipment, materials, and supplies; approves expenditures and implements budgetary adjustments as appropriate.)
• Responsible for all financial functions of the court including payroll, accounts payable, accounts receivable, cash handling, purchasing, and audits.
• Monitors agreements and professional contracts.
• Oversees grant management activities.
• Manages interlocal agreements to provide court services with contracting jurisdictions, including caseload reporting and billing for services.
• Coordinates the court's disaster cost recovery efforts during proclaimed emergencies.
• Manages the court case flow and records, including the preparation of required reports.
• Oversees the jury management program by generating, processing, and analyzing jury data reports including juror summons and qualification forms.
• Oversees security measures and issues affecting court operations, including planning and reporting as required.
• Maintains high standards of professional ethics, upholding and promoting the independence, integrity, and impartiality of the judiciary and avoiding impropriety and the appearance of impropriety that might impugn the dignity of the court.
• Collaborates with the Presiding Judge to develop short-range and long-range strategic plans, best practices, and projects, and directs and oversees the implementation of plans to ensure adherence to Washington State's judicial standards, regulations, and statutes. Formulates and recommends organizational changes for improving the operation of the court.
• Develops, oversees, and implements the court's Emergency Management and continuity of operations planning, including attending emergency management briefings to exchange information, stocking and maintaining disaster preparedness-related supplies and equipment.
• Works closely with the court's information technology provider to determine technology needs, convey requirements, and coordinate implementation, support, and maintenance.
• Manages the acquisition, installation, and support of audio/video, computer, and specialized court-related hardware and software, including those required for remote proceedings.
• Researches, evaluates, and proposes jail alternatives to confinement.
• Implements, coordinates, and oversees specialty court(s) ensuring compliance with federal, state, or local regulations.
• Stays current with benchmarks, best practices, and empirical evidence to assist the court team and maximize court participant's success navigating court processes.
• Assures conformity of court emergency management programs with federal and state requirements.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

• Performs functions as assigned in the City's emergency response plan in the event of an emergency.
• Performs other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload.
• Responsible for developing measurable implementation plans that achieve the City's initiatives in the Diversity, Equity, Inclusion, and Belonging (DEIB) Roadmap.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs: To help address the challenge of finding reliable childcare, the City of Kirkland has reserved spots for City employees at local and regional providers, available at a discount. New employees gain access to Kirkland's reserved spots as soon as they start employment. Learn more!

Training and Career Development: The City of Kirkland believes in developing it's employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

Knowledge of:

• Understanding roles and responsibilities of courts and principles of judicial independence including General Rule 29 (GR29].
• Nationally developed court performance standards.
• Washington State laws and court rules.
• Legal procedures applicable to the court.
• Principles of administration, planning, supervision and organization, and effective supervisory and office management techniques.
• Comprehensive knowledge of budgeting, court auditing standards and cash handling principals, techniques, and reconciliation.
• Court principles and practices of governmental budgeting and accounting.
• Training principles and practices.
• OCourt, Laserfiche, Probation Case Management System (CMS), Law Enforcement Records Management, Public Disclosure Request, Zoom, JABS, JIS, Munis, ETP, BOXI, VERRA, NCIC, AV Capture All recording and other court specific applications.
• Code of Judicial Conduct, the duties of cooperation and confidentiality for court employees with regard matters involving the Commission on Judicial Conduct, and the Judicial Assistance Services Program (JASP).
• Americans with Disabilities Act (ADA), Washington Law Against Discrimination (WLAD), and General Rule 33 regarding requests for accommodation by persons with disabilities.

• Advanced organization, public relations, problem solving, and communication skills (both verbal and written).
• Leadership, team building, conflict management, motivate and encourage staff.
• Excellent interpersonal skills for establishing and maintaining effective working relationships with employees, other governmental departments and internal and external customers and contacts.
• Excellent organization, time management and planning skills.
• Diffusing irate or combative individuals. Recognize potential danger and take appropriate action to ensure safety and security. Maintain professional composure during stressful situations.

• Manage and lead staff through creating a positive work environment emphasizing teamwork, training, and collaboration.
• Facilitate, guide, direct and schedule work priorities while remaining flexible to changing legal requirements and standards.
• Identify needs, develop long-range plans, and evaluate outcomes.
• Ability to accurately and efficiently oversee the financial, record keeping, and scheduling procedures for the court.
• Communicate with the public with poise and tact in sometimes stressful situations.
• Anticipate challenges and creatively formulate action plans to meet needs.
• Develop and implement new and improved methods.
• Establish and maintain effective working relations with employees and members of the public.
• Work independently under pressure, being flexible, enthusiastic, and self- starting in work assigned.
• Read, interpret, and follow Court rules, regulations, policies, and procedures.
• Communicate effectively both orally and in writing using high-level grammar, spelling, and composition with strong interpersonal skills.
• Recognize and correct safety and health hazards.
• Operate various office equipment, such as telephone, computer, calculator, postage meter, facsimile, and copy machine.

Minimum Qualifications:

• Education: Bachelor's degree in business administration, public administration or a related field.
• Experience: 5+ years' progressively responsible management experience including experience in administration, operations, and personnel supervision, preferably in a court or legal environment. 3+ years of significant executive level supervisory responsibilities.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

• Experience working with elected officials and department directors highly desired.
• Attend and complete the Washington State Court Administrator Academy within 12 months of appointment in accordance with Court Rule ARLJ 14 - Mandatory Continuing Court Administrator Education.
• Complete a minimum of 15 credit hours of continuing education approved by the Board for Judicial Administration's Court Education Committee (CEC) every 3 years.
• Successful completion of a pre-employment background and criminal history check.
• Adhere to the Kirkland Municipal Court Professional Code of Conduct & Expectations for Court Employees.
• Sign and abide by the Oath of Confidentially Agreement for Access to the Judicial Information System (JIS) Applications by the State of Washington Administrative Office of the Courts.
• Become compliant with State and FBI CJIS Division policies and regulations, including verification of a state of residency and national fingerprint-based record check, maintain ACCESS certification through required testing and pass re-background check completed by the Terminal Agency Coordinator.
• Must have or ability to obtain a National Center for State Courts (NCSC) Certified Court Manager certification (6 year program).
• Must join the District and Municipal Court Management Association within 45 days of hire.
• Thorough knowledge of rules and procedures related to the court's case management system are preferred.
• Knowledge and understanding of judicial specialist staff duties are preferred.

Physical Demands and Working Environment:
Work is performed primarily in office and courtroom environment with moderate noise level and numerous interruptions. Frequent exposure to individuals who may be distraught, violent, and combative individuals. Hand-eye coordination and fine manipulation skills are necessary to operate computers and a variety of office machinery. The position also requires the ability to speak and hear to exchange information, the ability to sit for extended periods, and the ability to bend and stretch to retrieve and maintain files and records.

General Information:
The Court is committed to hiring a diverse workforce and all qualified applicants, including all ethnic backgrounds and persons with disabilities, are encouraged to apply. The court is an Equal Opportunity Employer and does not unlawfully discriminate based on race, sex, age, color, religion, national origin, marital status, sexual orientation, veteran status, disability status, or any other basis prohibited by federal, state, or local law.

The statements contained herein reflect general details as necessary to describe the principal functions for this job classification, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements.

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled. Applications will be accepted until May 27, 2025. After this date, the job posting will close.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf at 711.