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Supervisor - Civil Records

Supervisor - Civil Records

Jackson CountyIndependence, MO, US
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Department : Civil Records

County or State Funded : State

Exempt or Non-Exempt : Non-Exempt

Pay Grade : S-20

Hourly pay rate : $18.42

BASIC FUNCTION AND RESPONSIBILITY :

The Principal Court Clerk position is highly responsible for advanced work using an electronic filing system in a court within the Missouri State Court System.

  • Work involves responsibility for court case processing which may require the application of independent judgment and the application of statutes, policies, and regulations, with minimal supervision.
  • Work requires frequent interaction with the public providing exceptional customer service.
  • Work may also involve financial record keeping within an automated case management system
  • Work may also involve exercising direct supervision over subordinate court personnel.
  • Position may assume the responsibility for the office during the absence of the circuit clerk.

CHARACTERISTIC DUTIES :

(The following duties are representative of this position, not comprehensive.)

  • Performs case processing in receiving and initiating case files.
  • Performs technical duties such as reviewing judgments, preparing warrants, summonses, garnishments and executions, bond settings, and docket control.
  • Reviews legal documents for necessary information required for filing.
  • Determines processing required and takes necessary action in accordance with court rules requiring detailed knowledge of applicable terminology, rules, and procedures.
  • Performs accounting duties in receiving and disbursing monies, reconciling financial accounts, and preparing daily and monthly financial reports.
  • Provides information and customer assistance in person, via telephone, email or other mediums (without giving legal advice) (i.e., pro se litigants, attorneys, reporters, law enforcement, other judicial agencies, co-workers, supervisors, and judges).
  • Prepares a variety of documents related to court operations including court orders, court calendars, notices of hearings, court appearances, or reports.
  • Coordinates the flow of documents necessary for court assignments.
  • Properly queues electronically filed proceedings for processing.
  • Contacts attorneys and other court personnel to resolve technical discrepancies with court filings.
  • May assign, direct, supervise, and coordinate the work of the personnel of the office and may participate in the hiring process of such personnel.
  • May assist in preparing the court budget and answer procedural questions for staff.
  • May coordinate, supervise, or deliver training on procedural and / or technical matters.
  • May serve as a lead on the implementation of new technology, court procedures, and other projects.
  • Engages directly in complex tasks Prepares, analyses, and / or supervises the preparation and timely dispatch of such operational and financial reports as may be required or requested.
  • May participate in financial audit activities.
  • Enters orders, court dates, pleadings, and other court matters.
  • Assist appointing authorities or managers in the administration of time and attendance of employees and the distribution of workloads.
  • Assist with on-the-job training for new staff Enters orders, court dates, pleadings, and other court matters.
  • Interacts with the public in a timely and courteous manner.
  • Creates and processes copies of official legal documents.
  • Assist appointing authorities or managers in the administration of time and attendance of employees, and the distribution of workloads.

    • Specific Examples of Work

  • Supervise (6) six employees
  • Processing garnishments / restitution requests
  • Scanning
  • Other tasks that pertain to Civil Records

    • MINIMUM QUALIFICATIONS :

    (Equivalent combination of relevant education and experience may be substituted on a year-for-year basis provided a high school diploma or GED has been obtained.)

    EDUCATION : High School Diploma or equivalent

    EXPERIENCE : Three years of varied administrative experience performing a wide range of technical office duties, one year of which was in a supervisor capacity.

    SPECIAL REQUIREMENTS :

  • Must submit to and pass a criminal background check as prescribed by the Court.
  • Employees in this position are subject to random and reasonable suspicion testing for illegal drug use.

    • KNOWLEDGE, SKILLS & ABILITIES :

  • Comprehensive knowledge of court procedures and policies, legal documents, laws, and legal factors pertaining to the court Advanced knowledge of organization operations, functions, and scope of authority of the court.
  • Ability to work independently and manage time effectively while handling a high-volume workload in an environment subject to frequently changing priorities and high stress.
  • Ability to exercise good judgment and make independent decisions in accordance with general policy and objectives.
  • Ability to maintain a variety of complex records and prepare reports from an automated system.
  • Ability to establish and maintain effective working relationships with internal and external stakeholders.
  • Ability to communicate clearly and concisely, verbally and in writing, in a tactful and courteous manner with diverse parties.
  • Ability to work with minimal supervision and follow oral and written instructions.
  • Requires strong time management and organization skills with the ability to be detail-oriented.
  • Ability to recognize and troubleshoot employee relations issues and resolve or report issues as appropriate.
  • Ability to plan, assign and supervise the work of subordinate employees engaged in a variety of activities.
  • Ability to analyze and interpret complex sets of data, draw meaningful conclusions and communicate the results in an effective manner.

    • THE COURT IS AN EQUAL OPPORTUNITY EMPLOYER

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