Division Supervisor II (#224) Internal Judicial Branch Employees Only

Maine Judicial Branch•Portland, ME

13d•$32 - $43•Onsite

About The Position

The Division Supervisor II performs highly responsible managerial, clerical, and administrative work in a consolidated Superior Court/District Court Clerk’s Office. The position assumes responsibility for operations in one of three areas: a consolidated Criminal Division, a consolidated Civil Division, and/or a Family Division. The supervisor coordinates and oversees all Division activities and is accountable for operational planning, caseload management, employee training and supervision, problem solving, complaint handling, and other aspects of Division operations. The position serves as a primary contact for judges, employees, attorneys, and the public, and ensures staff provide appropriate customer service. Under the direction of the Clerk of Court, the supervisor is responsible for unifying Superior Court and District Court caseloads as appropriate and successfully merging the staffs while building effective working relationships through teamwork. The supervisor may act as Clerk of Court when the Clerk is absent. The position’s classification and grade reflect caseload volume and supervisory responsibilities. This opening is for internal Judicial Branch candidates only and is located at the Cumberland County Courthouse in Portland, Maine. The position is Grade 15, with an hourly salary range of $31.90 to $43.21. It remains open until filled.

Requirements

Three years of responsible experience in case processing and two years of supervisory or managerial experience; the experience may be concurrent.
An associate’s degree in criminal justice, public administration, or a related field, or Clerk’s Certification. Equivalent combinations of education and experience will be considered.
Excellent oral and written communication skills.
Knowledge of court procedures related to caseload management.
Knowledge and experience with District Court and Superior Court processes for handling Division cases.
Experience and/or training in teamwork fundamentals and the ability to merge two divisions and two caseloads.
A strong customer-service focus.
Supervisory experience in an office setting or relevant supervisory training.
Experience planning, assigning, and supervising subordinate employees’ work effectively and positively.
Experience hiring, evaluating, and disciplining employees.
Ability to train employees and ensure appropriate cross-training.
Knowledge of progressive discipline principles.
Ability to type or keyboard accurately at least 45 words per minute.
Ability to interact effectively with the public, court staff, judges, and attorneys in varied situations.
Ability to understand and follow oral and written instructions.
Strong spelling, grammar, and writing skills.
Strong mathematical and accounting skills, including the ability to receive and distribute funds accurately.
Ability to analyze office workflow, troubleshoot, and implement changes.
Excellent interpersonal and problem-solving skills.
Knowledge of administrative and clerical procedures governing clerks’ offices, including the Clerks’ Manual, and of Judicial Branch policies and procedures.
Knowledge of and ability to understand court procedures, legal documents, and laws pertaining to the court system.
Ability to explain and enforce Judicial Branch policies and procedures effectively.
Knowledge of and experience using MEJIS.
Ability to learn detailed computer applications.
Skill in using and caring for office equipment, including typewriters, computers, calculators, copy machines, fax machines, cash drawers, and credit card readers.

Responsibilities

Plan, analyze, and organize the work of the Division.
Hire and discipline employees in consultation with the Clerk of Court.
Supervise, train, evaluate, and discipline employees; assign, review, and evaluate work.
Maintain a working knowledge of the Human Resources Manual.
Ensure staff provide courteous, professional assistance and maintain effective working relationships with people who interact with the Division.
Handle complaints from internal and external sources.
Communicate with justices, judges, prosecutors, defense attorneys, self-represented litigants, and the public.
Assess staff health and safety needs.
Supervise and/or perform docketing, case processing, and filing of matters before the Court.
Calendar pre-trial activities, trials, motions, and other proceedings.
Handle and process fines, fees, costs, bail, and other funds paid to or through the Court, and maintain necessary books, ledgers, and accounts.
Oversee jury management activities, as appropriate.
Issue, maintain, and recall warrants of arrest, and reconcile warrant listings with repository listings, as appropriate.
Prepare abstracts and reports for the Administrative Office of the Courts, Secretary of State, State Bureau of Investigation, and other agencies as directed.
Answer in-person and telephone inquiries from the public, judges and justices, attorneys, and state and federal agencies concerning matters before the Court.
Oversee the operation of electronic recording machines, maintain appropriate logs, and perform related recording duties.
Oversee courtroom clerks and/or serve as courtroom clerk, including performing duties required by the judge or justice.
Ensure compliance with the records retention schedule.
Unify Superior Court and District Court caseloads as appropriate and merge staffs while building effective working relationships through teamwork.
Act as Clerk of Court in the Clerk of Court’s absence, as needed.