Court Operations Supervisor

Career Opportunity

The city of Las Vegas Municipal Court is accepting applications for Court Operations Supervisor. 

This position supervises, schedules and reviews the work of staff responsible for a functional area of the Municipal Court; oversees and participates in all work activities; troubleshoots day-to-day issues arising in the daily operations of the Court; performs a variety of technical tasks relative to assigned areas of responsibility; and develops and analyzes work methods and procedures in order to suggest improvements to current methodology and procedural practices.

Application Details

Applicants should fully describe, for each applicable employer, their qualifications and experience, with specific reference to each of the minimum qualifications and essential functions found in the job posting.

Type of Examination
A civil service examination will be conducted in accordance with the Civil Service Rules of the city of Las Vegas. The test for this recruitment will be a Scored Structured Interview (conducted using virtual one-way interview software). Date to be determined.

Selection Process

Final candidate selection will include list placement and may include hiring interview (if applicable). Any individual offered employment will be required to pass a pre-employment drug test, complete background check, and may be required to demonstrate the ability to perform the physical requirements of the job. This position requires preliminary background check.

Distinguishing Characteristics

This is the first level of formal supervision in the Court Supervisor series. The Court Operations Supervisor will have responsibility for the functions, operations and staff of an assigned area of the Municipal Court. This class is expected to troubleshoot most issues that arise within the functional area on a day-to-day basis.  Employees in this classification are responsible for  participating in employee training, preparing performance evaluations and providing feedback to staff to improve performance and productivity. Incumbents are expected to exercise discretion in carrying out responsibilities independently with a thorough understanding of court policies, procedures and customer service issues.

The Court Services Supervisor will spend more time on management issues such as budgeting/strategic planning/personnel/policy development and other sensitive and complex operational matters involving major stakeholders such as judges, law enforcement, and senior management of Municipal Court and those matters requiring specialized knowledge or higher level supervisory intervention to solve problems and to diffuse escalated customer issues.

Supervision Received and Exercised

Receives direction from a Court Services Supervisor and/or higher level supervisory authority.

Acts as a first-level formal supervisor who exercises direct supervision, participates in the selection of new employees; monitors and formally evaluates employee performance. Establishes performance requirements and personal development targets, provide training, coaching, mentoring for performance improvement and initiates progressive discipline process to address performance deficiencies to include input and recommendations regarding the  discipline and termination of employees.  Recommends performance recognition when warranted.

Essential Functions:

1. Supervises, plans, prioritizes, assigns, schedules, reviews and evaluates the work of staff responsible for the full range of clerical &/or administrative support.  Provides day-to-day oversight and monitors workflow and workloads to ensure adequate coverage of duties and timely service delivery.
2. Establishes and communicates clear and consistent performance expectations to staff within their areas of responsibility.
3. Plans, directs and participates in a variety of court functions, including but not limited to, assembling and maintaining files, supporting various court programs, processing legal documentation and performing clerical accounting support functions.
4. Provides information of varying complexity in a professional and courteous manner to the general public. Researches and resolves customer issues and problems. Assists staff to respond to more difficult inquiries, and handles escalated issues.
5. Acts as a liaison to and consults and communicates with representatives from other divisions, Court Operations Management, and outside agency personnel on matters that affect the unit and/or areas of responsibility in order to exchange information and identify and troubleshoot problems.
6. Interacts with Managers and Judges in coordination with Court Services Supervisors on operational, scheduling and processing issues. Develops solutions to resolve staff and operating problems.
7. Approves employee timecards and reports and maintains attendance records.  Approves leave and overtime requests in coordination with higher authority.
8. Acts as liaison between administration and support staff.
9. Motivates staff within their areas of responsibility to meet the objectives, goals, vision and mission of the unit, division and Court.
10. Explains applicable laws, rules, policies and procedures on difficult and complex issues to  litigants and the public; responds to complaints requiring the explanation  of law and court policies.
11. Implements quality assurance processes, including routine audits, to verify the work of assigned employees for accuracy, proper work methods and techniques and compliance with applicable laws, policies and procedures.
12. Supervises the use of and operates a variety of computerized office equipment.
13. Oversees all monetary transactions, reconciliations, accepting and processing payments over the counter, by telephone and through mail and internet.  Distributes and collects assigned cash drawers.  Performs voids and prepares bank deposits.  Oversees and participates in performing account reconciliation and cash management duties.
14. Works collaboratively with and provides assistance to both internal/external auditors (i.e. responding to inquiries, providing relevant business analysis related data).
15. Assesses individuals' ability to pay court-ordered fines and fees; approves and modifies payment plans and alternatives to payments.
16. Trains assigned staff in all areas of clerical support, including the policies and procedures of the City and Municipal Court.  Ensures adherence to safe work practices and procedures.
17. Collects, enters, compiles and analyzes statistical data.  Prepares a variety of reports.
18. Formats, prepares and proofreads a variety of documents, forms and legal correspondence.
19. Applies evidence-based decision-making and best practices, where appropriate.
20. Strives to create a working environment that is safe, supportive, high-performing, customer-focused, efficient and effective.
21. Informs staff of procedural changes pertaining to new legislation and/or changes to the municipal codes.

 
Marginal Functions:

1. Assists with the review, development, drafting and editing of policies and procedures.
2. Performs related duties and responsibilities as required.

Experience:

Must fully meet one of the following by date of application with no substitutions:

(1) Bachelor's Degree with increasing responsibility in a work environment; lead or supervisor experience is desirable, OR
(2) Associates Degree with a minimum of 3 years in a court or legal work environment; lead or supervisor experience is desirable, OR
(3) Equivalent to graduation from high school and 6 years of experience in a criminal justice, court, or legal work environment.

Training:

Ability to speak a foreign language fluently, especially Spanish, is desirable.

License or Certificate

Must obtain applicable level of NCIC/NCJIS certification and/or training within 6 months of the date of appointment and maintain proficiency as needed.
Knowledge of:

Policies, procedures, operations, services and activities of a Municipal Court.
Principles of supervision and staff development.
Methods and techniques of record keeping and responsible financial control.
Operational characteristics of a variety of computerized equipment.
English usage, spelling, grammar and punctuation.
Mathematical principles.
Occupational hazards and standard safety practices.

Skills in:

Planning, supervising, organizing, reviewing and evaluating the work of  support staff in the area of work assigned.
Setting priorities and allocating staff and other resources to meet operational needs.
Independently performing the most difficult and complex clerical work.
Interpreting, explaining and enforcing department policies, procedures, and statutory requirements.
Defining issues, analyzing problems and developing sound solutions and recommendations in accordance with laws, regulations, policies and procedures.
Maintaining and insuring the integrity of sensitive and confidential information.
Operating a variety of computerized office equipment in a safe and effective manner.
Working courteously with the general public on the phone and in person.
Making decisions involving sensitive situations.
Using MS Suite including Excel, Word and Outlook.
Maintaining accurate records and files.
Working independently in the absence of supervision.
Understanding and following oral and written instructions.
Communicating clearly and concisely, both orally and in writing.
Producing written documents with clearly organized thoughts using proper sentence construction, punctuation, spelling and grammar.
Establishing and maintaining effective working relationships with those contacted in the course of work.

Competencies:

Supervisor Competencies

Professionalism – Models core values by being honest, respectful and positive; continuously demonstrates the core values of the city; supervisory actions are collaborative whenever possible and intended to grow the city's capacity at an individual, unit, division and/or department level.

Managing Performance – Takes responsibility for own and assigned employees' performance, by setting clear goals and expectations, tracking progress against the goals, ensuring regular feedback, and addressing performance problems and issues promptly.

Decisiveness – Willingness to make difficult decisions in a timely manner.

Developing and Empowering Others – Willingness to delegate responsibility; coaching assigned employee to develop their capabilities.

Facilitating Partnerships – Builds community and partnerships both inside and outside the organization.

Forward Thinking – Anticipating the consequences of situations and decisions; taking appropriate action to be prepared for possible changes.

Providing Support – Provides the tools and creates a supportive environment that allows others to successfully complete their work.

Salary : $30