Legal Records Supervisor

Fairfax County•Fairfax (Fj16), VA

13h•Onsite

About The Position

Under the supervision of the judicial support manager in the Judicial Support Division, this role serves as the supervisor of the trial docket team and provides executive-level administrative support to fifteen Circuit Court judges and fifteen full-time judicial law clerks. The position involves updating the case management system, monitoring judicial appointments, maintaining knowledge of relevant Virginia codes, resolving complex issues, planning special events, typing legal documents, establishing briefing schedules, and managing office supplies. The role also assists attorneys and the public, sorts mail, and serves as a backup to the Judicial Support Division Manager. Illustrative duties include supervising daily operations, assigning and reviewing staff work, ensuring adherence to policies, resolving customer service issues, evaluating workflow changes, participating in performance management, and performing personnel duties. The position requires a thorough knowledge of court procedures, the Code of Virginia, the Virginia Supreme Court's Clerk's Manual, and the court's case management system. It also requires knowledge of supervisory and human resources management principles, the ability to prepare reports, direct staff, interpret rules, communicate effectively, motivate staff, and build relationships with various stakeholders.

Requirements

High school graduation
Four years of experience providing administrative support, technical support, customer service, or working in a court or legal environment
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
Must be able to push a cart and lift files or paper boxes weighing up to 20 pounds
Must be able to communicate via the telephone and in person
Must be able to input and retrieve data from a computer
All duties performed with or without reasonable accommodations

Nice To Haves

Associate's degree
Four or more years of experience working in a federal or state trial court or other legal environment
Four or more years providing executive level support to high level executives
Experience in training and supervising staff
Experience in managing confidential court records or confidential public records
General administrative support experience
Customer service experience
Organizational and leadership skills
Ability to exercise tact, discretion, initiative, creativity, and independent judgment
Ability and experience interacting with co-workers and in a team environment
Experience in the use of Microsoft Office computer software, especially Word, Excel, and Outlook
Bilingual in English and another language

Responsibilities

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
Updates case management system to reflect current case status, trial date information, judge assignments, and judges leave
Monitors the terms of appointment for various judicial appointments made by the chief judge of circuit court
Maintains a thorough knowledge of the code of Virginia as it pertains to judicial appointments
Resolves unusual or difficult problems referred by staff
Plan and execute special events held at the courthouse
Types draft and final versions of legal documents and correspondence
Establishes briefing schedule and schedules hearing dates for administrative appeals and grievance cases
Maintains a thorough knowledge of the Virginia administrative process act of the code of Virginia
Maintains inventory and orders office supplies for the judges, judicial support staff and courtroom administration staff
Updates the code of Virginia and various legal publications
Assists attorneys and the public to determine what type of business they have with the Circuit Court and directs them to the appropriate areas of the court
Sorts, screens and distributes incoming mail