Manager-1064 (Official Records)

Hillsborough Clerk of Court & Comptroller•Tampa, FL

About The Position

Under general direction, the purpose of the position is to manage the operations of an assigned functional area. Employees in this classification are responsible for administrative and operational functions for clerical, technical and professional activities and ensuring adherence to and compliance with established Federal, State, and local regulatory standards governing the assigned department. This position evaluates and monitors workflow and productivity to establish and ensure effective operations and efficient resource allocation. Employees are responsible for interpretation, application, and adherence to statutes, rules, policies, administrative orders and procedures; fiscal functions including budgeting, collections, reconciliation, and cashiering; statewide mandated and statutorily required reporting functions and performance measure reports; managing projects including new system implementations, system enhancements/upgrades and associated system training and testing at the department level; human resources functions including hiring, performance management, employee training and development, disciplinary actions, and general employee relations.

Requirements

Associate's Degree and five (5) years of recent and relevant work experience, including performing personnel management duties (i.e. supervising, training, hiring, disciplinary action, counseling, performance evaluations, recommending transfer, promotion and employee separation or an equivalent combination of education, training experience that would reasonably be expected to provide job-specific competencies noted above).
Knowledge of English grammar, spelling, arithmetic, and legal terminology.
Knowledge of the functions, services, procedures and regulations of the assigned area and the ability to perform related specialized tasks.
Knowledge of and ability to implement policies and procedures related to records maintenance, retention and destruction.
Knowledge of budgetary procedures and controls.
Knowledge of and ability to apply management principles.
Skill in basic project management and ability to multitask on projects while achieving goals.
Knowledge of and ability to interpret the laws, rules, Statutes, and regulations governing the Clerk’s Office.
Ability to use initiative and exercise sound judgment.
Ability to use various computer systems, software, and office equipment.
Ability to support, promote, and ensure alignment with the Clerk’s Strategic plan, goals, and vision.
Ability to effectively recruit, select, develop, retain, coach, counsel, and mentor competent staff.
Ability to demonstrate excellent communications skills to present oral and written comments and recommendations clearly and concisely and to interact with staff at all organizational levels and the public.
Ability to create solutions to problems using new methods and processes.
Ability to prepare and maintain records and reports.
Ability to schedule, assign, monitor, review and evaluate the work of others.
Ability to serve as a strong team player demonstrating leadership skills and maintaining a positive work environment.

Responsibilities

Manages the day-to-day operations of the functional area assigned and coordinates and administers assigned programs and resources.
Reviews and acts on administrative and operational matters.
Assists with developing work standards and guidelines and implementing goals, objectives, policies, and procedures for assigned area, including providing guidance, training and motivation to assigned staff and evaluating performance and initiating corrective action as needed, including termination.
Evaluates workflow and productivity of staff under charge via statistical and other tracking models.
Assists with assessing staffing needs and identifying shortfalls and developing and maintaining an effective department/area through proper selection, training, and assignment of personnel.
Maintains working relationships with, and provides feedback to, other departments, agencies, and stakeholders to ensure efficient flow of communications and services.
Assists with creating, monitoring, and updating the departmental budget but has no direct budget approval responsibility.
Ensures proper use and custody of Clerk’s assets.
Supervise subordinate staff, monitor work performance, and assist with day-to-day problems and personnel counseling.
Performs personnel management duties (i.e. supervising, training, hiring, disciplinary action, counseling, performance evaluations, recommending transfer, promotion and employee separation.
Assist with the design and update of departmental procedures for efficient and effective operations; advises staff of new and updated procedures and assists in the implementation of such.
Provides recommendations for modifications to current business processes; establishes and ensures implementation.
Monitors workflow, data accuracy, and overall quality of work, assuring processes and procedures are accomplished according to established guidelines and prepares and maintains statistical reports; develops, implements, and enhances controls, reports, and systems for reviewing tasks, procedures for assuring compliance and organizational efficiency and effectiveness.
Assists with defining, compiling, and evaluating the performance measures and outputs of the department/area.
Assists with establishing goals, objectives, and timetables in accordance with statutes, rules, and governing authorities and that support, promote, and ensure alignment with the Clerk’s Strategic plan, goals, and vision.
Assists with the review of current and revised laws, ensure compliance, and recommend new procedures and methods for implementation.
Participates in projects and initiatives regarding planning, implementation, testing, and operational evaluation of new/modified automated processing and data management systems; conducts other special projects as assigned.
Provides oversight and direction in response to inquiries from the public, other departments/agencies, and stakeholders.
Attend seminars and trainings to keep current with technological advances and to obtain knowledge and insight into current trends, legal duties, and requirements relevant to the functional area assigned.
Ability to demonstrate flexibility by occasionally working late hours and participating in a rotating schedule for weekends and holidays.
Performs other duties as needed, including those performed by subordinate fiscal, financial, and/or clerical