Civil Intake Supervisor (Legal Records Supervisor)

Civil Intake Supervisor (Legal Records Supervisor)

Serves as the supervisor of the Civil Intake Section of the Circuit Court. Assigns and reviews the work of staff to ensure timely and proper compliance with Code of Virginia and the Rules of the Virginia Supreme Court. Resolves unusual or difficult problems referred by staff, including customer-service issues unique to a court environment. Maintains a thorough knowledge of the Code of Virginia as it pertains to the intake of civil cases. Interviews, selects, and trains new employees for the Civil Intake Section, setting clear expectations, goals, and performance standards for new and existing staff. Schedules work hours, assigns caseload and counter-shifts, and approves time and attendance. Prepares performance evaluations and is responsible for coaching and developing staff. Works with the division manager to establish progressive discipline and corrective action, if necessary.

Illustrative duties include supervising daily operations of an assigned unit; assigning, monitoring, and reviewing the work of staff; ensuring that staff adhere to Court's operating policies and procedures; resolving complex customer service issues received by phone, email, fax, mail, or in person; evaluating, recommending, and implementing changes in unit workflow and procedures; actively participating in performance management activities for an assigned unit; performing various personnel duties; and serving as backup to division manager in their absence.

Required knowledge, skills, and abilities include knowledge of the functions of the assigned business areas and / or court procedures; knowledge of the Code of Virginia, the Virginia Supreme Court's Clerk's Manual, laws and regulations related to the assigned business areas; knowledge of the court's case management system and statistical reporting requirements; knowledge of principles and practices of supervisory techniques; knowledge of the principles of human resources management; ability to prepare reports and present findings in a clear and concise manner; ability to direct and coordinate activities of a moderate sized staff; ability to plan, organize, assign, train and evaluate the work of subordinates; ability to interpret and explain complex rules and regulations to staff and customers; ability to communicate courteously and effectively, both verbally and in writing; ability to motivate, develop, and direct staff; and ability to develop and maintain effective working relationships with a variety of individuals.

Employment standards include minimum qualifications of any combination of education, experience, and training equivalent to high school graduation; plus four years of experience providing administrative support, technical support, customer service, or working in a court or legal environment. Necessary special requirements include completion of a criminal background check to the satisfaction of the employer. Preferred qualifications include an associate's degree, four or more years of experience working in a federal or state trial court or other legal environment, experience in training and supervising staff, knowledge of the Code of Virginia and regulations in relevant areas, experience in managing confidential court records or confidential public records, paralegal certificate or paralegal experience, customer service experience, cashiering experience, organizational and leadership skills, excellent oral and written communication skills, ability to exercise tact, discretion, initiative, creativity, and independent judgment, and experience in the use of Microsoft Office computer software.

Physical requirements include ability to communicate verbally and in writing, copy and scan court documents, ability to sit at a desk or on a counter stool or stand for long periods of time, ability to type at least 30 words per minute due to high volume of documents, ability to lift boxes, files and push a cart weighing up to 20 pounds, ability to input and retrieve data from a computer, and all duties performed with or without reasonable accommodations.

Selection procedure includes panel interview and may include a practical exercise. Fairfax County is home to a highly diverse population and encourages candidates who are bilingual in English and another language to apply for this opportunity. Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce. Reasonable accommodations are available to persons with disabilities during application and / or interview processes per the Americans with Disabilities Act.