Court Operation Supervisor, Ramsey County, Records Division

The Second Judicial District is accepting applications for a Court Operations Supervisor in the Central Records Division, under the general supervision of a cross-divisional management team. The Central Records Court Operations Supervisor position is a highly responsible supervisory and technical position that will be responsible for the oversight of all District Court records.

Work involves direct supervision of up to six employees as well as supervision of all District records management including general record maintenance and distribution, Court of Appeals processing, and exhibit management.

This position will be expected to develop the knowledge necessary to oversee the records management and release of court records for all case types and collaborate with operations divisions to ensure consistency in processes and procedures. This position requires the application of sound, prompt, and independent judgement; the ability to work collaboratively; effective management of competing demands simultaneously; sound technical skills, excellent communication, organizational and problem-solving skills; keen attention to detail; as well as other knowledge, skills and abilities listed below.

This is a full-time, exempt position. Primary work location is the Ramsey County Courthouse, 15 W Kellogg Blvd, Saint Paul, MN 55102 . Standard hours of work are Monday - Friday, 8:00am-4:30pm. Upon completion of the on-site training period, this is a hybrid role working both in person and remotely, depending on business needs. A reliable internet connection will be required if working remotely.

Responsibilities

The following are examples of major job duties expected of this position:

• Performs the full scope of centralized records responsibilities.
• Processes and directly supervises the processing of all document requests for all case types in the 2nd Judicial District.
• Assigns, directs, supervises, and coordinates the work of all staff of the unit making provisions for hiring, evaluating, disciplining and training of such staff.
• Directs the workflow of the office to ensure that work is fairly distributed, that priority work is handled promptly, and that deadlines are met.
• Develops, recommends and implements new policies and procedures to comply with current statutes and regulations as they pertain to the office; simplifies work processes so that the office operates more efficiently.
• Collaborates with Operational Divisions to ensure consistent and efficient processes and procedures between offices.
• Provides orientation to employees regarding new rules and legislation pertinent to the office and updates appropriate procedures/forms for current use.
• Interprets statutes, rules, and orders and provides recommendations on procedural questions to attorneys, subordinates and the general public.
• Participates in and supervises record management functions including physical file management, electronic/optical document and record quality control, record retention, exhibits, Court of Appeals processing, and customer service functions.
• Maintains employee records and timesheets, office supplies, and disposition of court records.
Performs a wide variety of complex court clerical and supervisory clerical assignments; reviews and processes legal documents, assures completeness and accuracy of court records; responsible for specialized case processing activity such as preparing appeals and managing exhibits; answers procedural questions for staff; works with manager and staff to develop and implement new procedures and responds to changes in the law.

Minimum Qualifications

The Minnesota Judicial Branch recognizes the diverse set of skills, strengths, and attributes that an individual may bring into a role. If you have any combination of the experience, training, and education required for this position, please consider applying.

• High school diploma or equivalent.
• Two or more years of experience as a Court Operations Associate or equivalent experience.
Considerable knowledge of effective supervisory skills (e.g. course work, training program, team lead or lead worker experience).

Preferred Qualifications

• Associate or bachelor's degree in business, public administration, management, criminal justice, or related field.
• One or more years of supervisory experience.
Records management experience.

Knowledge Skills and Abilities

• Thorough knowledge of court procedures and policies, legal documents, laws and legal factors pertaining to records management.
• Ability to effectively coach, develop, and motivate staff.
• Knowledge of effective supervisory and management techniques, employee development and performance management.
• Knowledge of the automated court information system (MNCIS).
• Knowledge of electronic/optical records systems (Microfilm, Microfiche, Application Xtender).
• Knowledge of Minnesota Digital Exhibit System (MNDES).
• Ability to maintain a variety of complex records and prepare reports from such records.
• Ability to communicate concisely and clearly, both orally and in writing, as well as understand and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with direct reports, coworkers, justice partners, customers, judicial officers and others.
• Ability and willingness to work in a high-volume, detailed, and fast-paced work environment.
• Ability to take direction well and maintain a calm, professional, and positive attitude through challenging circumstances.
• Ability to deal sensitively with people involved in crisis and from diverse populations.
• Ability to effectively implement, troubleshoot and utilize new technology.
• Ability to effectively manage change and stay abreast of changes to laws, policies, and procedures.
• Ability to effectively analyze and problem solve, complex court clerical situations.
• Ability to exercise good independent judgement.
• Ability to work in an area exposed to disturbing and sensitive information.
• Exceptional customer service skills.
• Excellent computer and keyboarding kills; proficient in computer word processing, document management and data entry.
Ability to work with and respond to media requests for records.

Working Conditions
Work is performed primarily in an office setting, at a public counter or remote location. Work involves contact with persons who may be angry and confused.

Physical Demands
Work is essentially sedentary with occasional walking, standing, bending, and carrying items up to 25 pounds. Some assignments may require periods of extended sitting, standing, or computer use. May require standing on a ladder to retrieve files from high shelves, moving records and exhibits up and down stairs.

ABOUT US

Why Work for Us?

Minnesota Judicial Branch employees consistently express pride in their public service and in the quality of programs and services provided to customers, as well as appreciation for the teamwork and collaboration that is promoted within the MJB. We celebrate and are committed to the principles of diversity and inclusion, and actively seek and value diversity in professional background and cultural characteristics. We are intentional and mindful about the organizational culture we are building, seeking broad-minded individuals with robust capabilities who value supporting one another’s growth.

Employee Benefits

The Minnesota Judicial Branch cares about and invests in you as an employee. Because of that, we offer affordable yet competitive benefits to support you and your family’s wellbeing. Our comprehensive benefits package for eligible employees includes health and wellness benefits, enhanced fertility benefits, short- and long-term disability, pension, paid parental leave, tuition reimbursement, and more. Learn more at Employee Benefits - Career Opportunities - State Court Administrator's Office . Minnesota Judicial Branch employees may also be eligible for the Public Service Loan Forgiveness program. This federal program allows qualified individuals to have their loans forgiven after meeting certain requirements working in public service. You can learn more about this program from the Minnesota Office of Higher Education and the office of Federal Student Aid.

Equal Employment Opportunity

It is the policy of the Minnesota Judicial Branch that all decisions regarding employment are made without discrimination on the basis of disability. Please let us know if you need a reasonable accommodation for a disability to participate in the employee selection process by contacting Human Resources at 2ndHR@courts.state.mn.us . The Minnesota Judicial Branch is an Equal Opportunity Employer. It is the policy of the Minnesota Judicial Branch that all decisions regarding recruitment, hiring, promotions, and other terms and conditions of employment be made without discrimination on the grounds of race, color, creed, religion, national origin, gender, marital status, status with regard to public assistance, membership or activity in a local human rights commission, disability, sexual orientation, or age. We value and encourage applicants from diverse backgrounds.

Internal Applicants

If you are a current employee of the Minnesota Judicial Branch, please apply to open positions conveniently through your Oracle account by visiting Opportunity Marketplace - Browse Opportunities .

Questions:

Please contact Human Resources at 2nddistrictHR@courts.state.mn.us with questions regarding this position.