SUMMARY:

Under direct supervision, the Clerical Services Supervisor I/II supervises employees to ensure that the clerical administration of the directives and duties of the court are fulfilled through timely and accurate processing. Employees in this title are expected to maintain a professional appearance and demeanor.

ESSENTIAL FUNCTIONS:

• Manages reporting staff by identifying and assigning work, documenting work performance metrics and communicating work performance expectations, establishing professional development plans, providing training, implementing corrective actions plans, approving time, assuring appropriate staffing coverage, conducting periodic performance reviews, acknowledging accomplishments, providing assistance, and issuing discipline.
• Monitors the work of the unit to insure timely completion of the work assignments.
• Collects and reports statistics regarding incoming work, backlogs and activities completed in the unit.
• Transports interoffice mail/packages to U.S post offices with Court Vehicles.
• Conducts searches and retrieves files, records, reports and other documents from the filing system. Prepares documents and files for storage.
• Lifts full mail bins, boxes and files and delivers to various court locations.
• Participates in and/or leads workgroups to facilitate recommendations and implementation of process improvement.
• Recommends changes in policies and procedures for approval by the supervisor, prepares and transmits instructions and directives regarding changes and clarification of policy.
• Answers general correspondence responding to complaints and questions.
• Performs related duties as assigned.

QUALIFICATIONS:

• High school graduation or its equivalent.
• Two (2) years of college credit from an accredited college or university. Two (2) years of paid experience as a supervisor or lead worker may be substituted for two (2) years of college credit.
• Three (3) years of successful, paid clerical experience.
• Experience using MS Office Suite and relevant software and systems.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to apply general rules to specific problems to produce positive results.
• Ability to ask and answer questions and to explain Court procedures to internal and external customers in a courteous and professional manner.
• Ability to communicate information and ideas effectively, so that others can understand.

KNOWLEDGE, SKILLS AND ABILITIES: (continued)

• Ability to deal calmly and effectively in high stress situations.
• Ability to establish and maintain effective working relationships with coworkers, employees, officials and external contacts.
• Ability to meet and interact with the public and deal courteously and effectively with their questions or problems, seeking assistance when needed.
• Ability to operate office equipment.
• Ability to understand and carry out instructions and to request clarification when needed.
• Ability to use logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skill in managing one’s own time and the time of others, as well as the ability to meet deadlines.
• Working knowledge of Court processes and procedures.

WORK ENVIRONMENT:

• Normally a typical customer service office environment with minimal exposure to excessive noise.
• Employees in this title may encounter individuals who may be under duress.

PHYSICAL REQUIREMENTS:

• Must be able to remain in a stationary position for long periods of time to perform job functions.
• Ability to detect, create and interpret documents.
• Operate a computer and other office machinery, items or equipment.
• Position self to move from one place to another.

• Communicate with clients, co-workers, and others.

LICENSES, CERTIFICATIONS OR SPECIAL REQUIREMENTS:

• Candidates considered for placement in this job title will be subject to a criminal and/or IV-D background investigation and subsequent fingerprinting every five years.

In accordance with the Collective Bargaining Agreement, a Clerical Services Supervisor I will be promoted to Clerical Supervisor II after two years in the Clerical Services Supervisor I title.

The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this description. Specific job duties vary from position to position.

NOTES:02/21/2014 Updated for content and format

03/10/2014 Updated for content

08/09/2017 Updated for content and format

05/16/2024 Updated for content