Legal Records Supervisor

This opportunity is being re-advertised. Previous applicants need not reapply; all applications will be considered.

Assigns and reviews the completed work of staff to ensure timely and precise compliance with Code of Virginia time-standards and the Rules of the Virginia Supreme Court. Authors and revises internal and external procedural guides for Civil Practice in Virginia's largest trial court. Resolves unusual or difficult problems referred by staff, including customer-service issues unique to a court environment. Oversees the civil staff assigned to process the highly confidential case-types such as adoptions, expungements, concealed weapons permits and appeals from the Juvenile & Domestic Relations District Court.

Briefs colleagues, superiors, and community members about changes to civil practice in Fairfax Circuit Court.

Communicates regularly with inter-agency partners, and sister-agencies to craft multi-agency plans to best manage civil litigation workload, based on changes to business practices set by Rules of Court, or due to legislative changes.

Interviews, selects, and trains new employees for the Civil Case Processing Department, setting clear expectations of on-boarding staff, as well as offering coaching and educational support to existing deputy clerks and on-boarding staff. Schedules workhours, assigns caseload and counter-shifts, and approves time and attendance. Prepares performance evaluations and is responsible for coaching, developing, educating, staff. Works with the legal records services manager to establish progressive discipline and corrective action/education for staff, if necessary.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

Supervises daily operations of an assigned unit;
Assigns, monitors, and reviews the work of staff;
Ensures that staff adhere to Court's operating policies and procedures;
Resolves complex customer service issues received by phone, email, fax, mail, or in person;
Evaluates, recommends, and implements changes in unit workflow and procedures;
Actively participates in performance management activities for an assigned unit, which include evaluating performance, identifying goals and objectives, recognizing staff achievements, and coaching for staff professional development;
Performs various personnel duties, i.e., employee selection, coaching, training, performance evaluation and disciplinary actions;
Serves as backup to division manager in their absence.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

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;
Ability to develop and maintain effective working relationships with a variety of individuals, including the judges, general public, members of the legal and business community, and department staff.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
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:
The appointee to the position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Three or more years of experience working in a federal or state trial court or other legal environment.
• At least three years of customer service experience.
• At least three years of cashiering experience.
• Organizational and leadership skills.
• Excellent oral and written communication skills.
• Three or more years of experience in training and supervising staff.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Proficiency using Microsoft Office software (Word, Excel, and Outlook), and experience using SAP software.

• Ability to communicate verbally and in writing.
• Must be able to sit at a desk or on a counter stool or stand for long periods of time.
• Must be able to type at least 30 words per minute due to high volume of documents.
• Requires ability to lift boxes, files and push a cart weighing up to 20 pounds.
• Ability to input and retrieve data from a computer.
• All duties performed with or without reasonable accommodations.