Legal Records Supervisor

Fairfax County•Fairfax (Fj16), VA

20h•Onsite

About The Position

Supervises and manages assigned staff in the Public Service Division. Coordinates activities of the issuance of marriage licenses, recording of financing statements and trade name dissolutions and issuance of notary commissions. Also coordinates manning of the Fairfax County Courthouse Information Desk. Additional duties include: Schedules time and attendance, leave administration, training, coaching, employee development, and performance evaluations for assigned staff. Monitors workload and performance. Resolves routine disciplinary problems. In conjunction with the division manager, resolves complex personnel issues. Participates in the interview process and recommends candidates for hire. Reviews and monitors workload and workflow. Reviews historic practices and makes recommendations to improve operational procedures to ensure the most productivity with effective use of staff and system support. Crafts cross-training initiatives, redesigns workflow, re-distributes workload, or plans supplemental staff resources based on workload. Ensures effective workflow for superior customer service. Ensures that system interfaces and policy/procedural changes are incorporated into the workflow process. Assists in the report of performance outcomes, and development of recommendations as they relate to court mandates, standards, goals, and objectives. Coordinates quality control processes as well as the resolution of unusual and difficult problems escalated by staff. Maintains a comprehensive, current knowledge and demonstrates understanding of the issuance of marriage licenses and notary commissions, recording financing statements and trade name dissolutions and the proper notarization of documents. With the division manager, documents new processes in the form of a memorandum, policy or procedure.

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

Nice To Haves

Associate's degree
Two or more years of court and/or legal experience
Excellent customer service skills and experience
Ability to work in a team environment
Four or more years of experience processing financial transactions
Attention to detail
Ability to multitask and work with limited direction to address identified objectives
Excellent organizational skills
Four or more years of experience providing administrative support
Experience using court case management systems and scanning and imaging software; Adobe Suite; and Microsoft Office Suite (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