Court Case Management System Manager at Marin County Superior Court – San Rafael, California

DEFINITION

Under administrative and general direction, plans, designs, develops, organizes, and controls the project activities of the Court’s new Case Management System. The Court Case Management System Manager (Court CMS Manager) organizes, directs and supervises the work of an assigned Case Management System (CMS) team who is responsible for the maintenance, enhancements, updates, and support of the Court Case Management System. The incumbent in this position is responsible for gathering business and operational requirements by utilizing effective project management tools to ensure that business requirements are met in accordance with project deadlines, cost, quality expectations, and other critical success factors. The position requires strong business relationship management competencies, project leadership and management skills and understanding of state-of-the-art integrated technology solutions. Performs related work as required.

DISTINGUISHING CHARACTERISTICS

This single position classification is responsible for exercising judgment, influence, and expertise to formulate and administer plans, policies, and programs in support of organizational goals and objectives of the Court’s new Case Management System. The Court CMS Manager is responsible for supervising professional and technical staff engaged in assigned areas of design, development, implementation, maintenance and enhancement of a wide variety of applications, software, and systems. The incumbent is responsible for ensuring the effective planning and management of technology projects of varying sizes, scope and urgency while balancing the use of resources to achieve completion to meet time, budget, and technology standards. The incumbent is expected to build and maintain strong customer-focused relationships with court managers, executives, judicial officers, the Judicial Council, and other justice agencies. The incumbent will lead and/or participate in the evaluation of new technologies, tools, standards, and frameworks to ensure optimal business processes and viable products.

As a working manager, this position requires high level managerial, technical, and analytical skills to be able to perform the work of those supervised when necessary while combined with a high level of verbal and written communication skills, interpersonal skills and professionalism to achieve excellent teamwork and organizational outcomes.

This position reports jointly to the Chief Information Officer and the Chief Operations Officer.

TYPICAL TASKS - Positions in this class may perform any or all of the below listed duties. These should be interpreted as examples of the work, and are not necessarily all-inclusive.

1. Provides day-to-day leadership and project management oversight of the Court's Case Management System; works with staff to ensure assigned objectives are met according to project timelines.
2. Assists in the selection of candidates for the CMS team, establishes performance requirements and development targets; monitors and evaluates performance, provides training, coaching and mentoring; delegates assignments based on the strengths and/or areas of expertise while balancing workload and meeting project timelines.
3. Proactively assesses the need for enhancements and/or changes; ensures that appropriate resources are available to facilitate changes; promotes change in positive terms of the expected benefits and efficiencies to the staff, as well as foresees plans and initiates changes for the impact of potential obstacles.
4. Interacts with staff frequently to inquire about operational needs; effectively handles and responds to staff requests; discovers new and innovative approaches to improve efficiency.
5. Meets and works with project teams, user groups, technical committees and/or court executives and managers to review progress and resolve project issues, problems and bottlenecks; participates in joint working sessions with internal and external stakeholders.
6. Communicates and presents ideas and information effectively and succinctly in a well-organized manner at meetings; finds common interests and explores ways for all members to reach solutions.
7. Provides guidance to the CMS team in troubleshooting applications, software and hardware problems to ensure prompt resolution to the end user, while working closely with other divisions; takes a proactive approach to anticipating and preventing problems; guides the team on overcoming obstacles to meet target project deadlines.
8. Handles difficult customer situations, involving upset and dissatisfied customers with a high degree of sensitivity and use of sound independent judgment; takes action to resolve customer complaints or ensures that appropriate action is taken by the CMS team.
9. Oversees and participates in analyses, evaluations and risk assessments required for implementation and integration of new large scale and/or highly complex technology solutions.
10. Supervises and participates in the development and ensures the compliance of Court-wide technology security policies, protocols, and standards in areas of assigned responsibility; participates in the development of the Court-wide disaster recovery and business continuity plans in regards to the Case Management System.
11. Coordinates and integrates project activities with other Court divisions in relation to the Court's Case Management System; organizes and coordinates activities across multiple divisions; may participate on Court committees; may represent the Court on justice partner committees.
12. Participates in developing, evaluating and implementing new methodologies, standards, frameworks and tools for the Case Management System; trains staff on uses of new technology tools.
13. Maintains up-to-date technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks and participating in professional associations.
14. Serves as project manager for designated projects.

DESIRABLE QUALIFICATIONS – Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the knowledge, skills and abilities would be the equivalent of:

Education: Possession of an associate’s degree from an accredited college or university with a major in business, public administration, information systems or related field.

Experience: Five (5) years of progressively responsible experience in a court setting; prior supervisory experience is desirable.

KNOWLEDGE, SKILLS, and ABILITIES
Knowledge of:

• Principles, practices, and methods of information technology management in the areas of applications, systems, and end-user support.
• Customer relationship management and internal consulting concepts and practices.
• Principles of project leadership and project management methods, tools and techniques, including preparation and management of detailed project schedules and metrics and change management and control.
• Court operations and processes and associated technology issues and requirements.
• Disaster planning and recovery techniques.
• Principles, practices and court procedures applicable to budgeting, contracting and purchasing.
• Security management design principles, practices and related methodologies, tools and software.
• Concepts and techniques for process improvement; principles and practices of sound business communications.
• Principles and practices of effective supervision.

Skill in:

• Proficiency using a computer
• Proficient in Microsoft products
• Report writing, presentations, and budget preparation
• Driving a motor vehicle.
• Excellent planning, organizational skills and ability to follow-through until tasks are complete.
• Strong analytical skills, particularly in a technology environment
• Strong decision making and discretion.

Ability to:

• Plan, organize, integrate and manage the work of an assigned court team and project.
• Provide leadership and guidance in evaluating complex technology strategies and developing approaches that maximize return on investment.
• Build teamwork and collaboration within the division and with other divisions to share resources and optimize results.
• Define and communicate project goals to all project stakeholders clearly, succinctly, and persuasively.
• Analyze business and technology needs, formulate conceptual frameworks and apply state-of-the-art technology in developing integrated, efficient and cost-effective solutions.
• Oversee and effectively carry out project management responsibilities.
• Identify information systems management issues and opportunities, analyze problems and alternatives and develop sound conclusions and recommendations.
• Set priorities and balance the allocation of resources to most effectively meet a variety of staff needs promptly.
• Develop and implement appropriate procedures and controls.
• Prepare clear, concise, and accurate processes, procedures and systems documentation, reports of work performed and other written materials.
• Communicate clearly and effectively and convey understanding to technical and non-technical audiences orally and in writing.
• Exercise sound independent judgment within general policy guidelines.
• Keep technical skills current to meet continuing technology assignments.
• Use tact and diplomacy when dealing with sensitive, complex and/or confidential issues and situations.
• Establish and maintain highly effective, customer-focused working relationships with court managers and representatives of other agencies and others encountered in the course of work.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: On a continuous basis, sit at a desk for long periods of time in front of a computer screen; intermittently twist to reach equipment or supplies surrounding desk; perform simple grasping and fine manipulation; use telephone and computer keyboard daily; and other duties as assigned.

OTHER REQUIREMENTS: Ability to work irregular and/or flexible hours as required. Must pass background investigation to access the Criminal Justice Systems.