Deputy Court Clerk Supervisor INTERNAL ONLY

Vigo County•Terre Haute, IN

7d•$29•Onsite

About The Position

Incumbent serves as Deputy Court Clerk Supervisor for the Vigo County Clerk’s Office, responsible for supervising personnel and performing duties as required by the Clerk. The incumbent receives general supervision with assignments guided by broad policies and/or general objectives. Periodically, decisions are made in the absence of specific policies and procedures, and/or guidance from supervisor. Errors in work are usually prevented through prior instructions from supervisor and detected through notification from other departments or agencies. Undetected errors could result in loss of time to correct error, loss of money to department, and/or inconvenience or work delays to other agencies or departments. Incumbent maintains frequent contact with co-workers, other County departments, and the public for purposes of exchanging information rendering service and providing instruction.

Requirements

High school diploma or GED.
Working knowledge of standard policies, practices, and legal requirements of the department, with ability to effectively respond to inquiries, take payments, and apply appropriate procedures accordingly.
Knowledge of legal terminology and standard policies and procedures concerning preparation and filing of court documents, with ability to effectively retrieve, update, and review department files for accuracy and completeness.
Working knowledge of standard office procedures and computer software programs used by the Clerk’s Office, with ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence, documents and written reports as required.
Knowledge of basic filing systems and ability to create and maintains accurate and complete department files and records.
Ability to perform the statutory duties as prescribed for the County Clerk’s Office as authorized by the Clerk.
Ability to properly operate standard office equipment, such as computer, keyboard, typewriter, telephone, copier, and fax machine.
Ability to supervise assigned staff, including establishing specific work goals, providing training, determining significant changes in responsibilities, communicating and administering personnel programs and procedures, maintaining discipline and recommending corrective actions.
Ability to effectively communicate orally and in writing with co-workers, other County departments, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to understand, memorize, retain, and carry out written and oral instructions, and present findings in oral or written form.
Ability to compile, collate, or classify data for quarterly court statistics.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time and work rapidly for long periods, often under time pressure.
Ability to occasionally apply knowledge of people and/or locations and plan and layout assigned work projects.
Ability to occasionally perform simple arithmetic calculations.

Nice To Haves

Ability to occasionally work extended, weekends, and/or evening hours, and travel out of town for conferences and/or meetings as required.

Responsibilities

Supervises assigned staff, including establishing specific work goals, providing training, determining significant changes in responsibilities, communicating and administering personnel programs and procedures, maintaining discipline and recommending corrective actions.
Keeps supervisor and assigned staff informed of organizational developments.
Answers telephone and greets office visitors, determining nature of call, responding to inquiries, providing information and assistance, taking messages, and/or directing to appropriate individual or department.
Responds to daily issues and problems.
Performs statutory duties as prescribed for the County Clerk’s Office as authorized by the Clerk.
Determines procedures and training for poll workers and assists in Election process as needed.
Performs duties of Deputy Court Clerks in their absence or as needed, including compiling Court documents, preparing and compiling new case files, processing various Court orders and documents, preparing chronological case summaries, maintaining order book, and providing quarterly statistics.
Maintains files and filing system, including maintaining files in chronological order.
Performs various clerical duties, including typing various documents, conducting data entry and retrieving mail and disbursing as required.
Performs duties of co-workers as needed or to maintain department operations.
Performs related duties as assigned.