Supervisor-730 (Records Center)

JOB SUMMARY

Responsible for supervising a team in one of the Clerk’s business service centers/departments, with responsibility for monitoring work processes to ensure quality and quantity standards are met. Further, individuals in this position will provide continuity between management directives and staff to ensure that organizational goals are clearly defined and achieved. Incumbents in this classification will perform the duties of the function and execute first line supervisory field work. Responsible for performing a variety of specialized clerical/administrative duties related to the processing and maintenance of legal and court records.

STARTING SALARY: $25.65 hourly/$53,352 annually

CORE COMPETENCIES

• Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service

• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establish trust throughout the organization and with the public we serve

• Organizational Excellence - Takes ownership of excellence through one's personal effectiveness and dedication to the continuous improvement of our operations

• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals
  

CORE RECORDS RESPONSIBILITIES

• Operations & Workflow : Oversees daily storage, retrieval, and delivery. Manages high-volume scanning projects, ensuring files are converted to OCR-searchable PDF/A formats.
  

• Inventory & Security : Maintains rigorous tracking (Odyssey/Versatile) for "one-of-a-kind" documents and monitors facility conditions (temp/humidity) and equipment.
  

• Compliance & Retention : Enforces legal retention schedules, research state/local laws, and ensures secure disposal after digitization or expiration.
  

• System Administration : Manages Versatile and CMS integrations ("Cribs"), overseeing data security, user access, and accurate indexing to case numbers.
  

• Quality & SLAs : Performs QC on digital reproductions to maintain "Record Copy" status. Prioritizes urgent requests (e.g., active trials) to meet strict turnaround times.
  

JOB SPECIFIC COMPETENCIES

• Knowledge of legal terminology and procedures.

• Knowledge of the functions, services, procedures and regulations of the Clerk’s office, and specifically to the area to which assigned, and the ability to perform related specialized tasks.

• Knowledge of general office policies, procedures and practices.

• Knowledge of English grammar and spelling and arithmetic.

• Knowledge to utilize computer/software programs.

• Knowledge of applicable statutes, laws, office policies and procedures and best practices.

• Skill in the application of supervisory techniques.

• Skilled in oral, written and nonverbal communication.

• Skilled in conducting difficult interviews and settling disputes.

• Skilled working independently and in group settings.

• Ability to perform accurate computations and verify data.

• Ability to type, operate data processing, word processing and other office equipment.

• Ability to establish and maintain effective working relations with employees and the public.

• Ability to plan, organize and supervise the work of others.

• Ability to interpret and explain laws, statutes, regulations and other directives.

• Proofreading skills for own and others' work.

• Ability to prioritize work of the team.

• Ability to prepare and maintain records and reports.

• Ability to write procedures in a clear and concise manner.

• Ability to meet deadlines.

• Ability to make decisions based on statutes, department and agency polices/processes and best practices.

• Ability to follow directives.

• Ability to multi-task within multiple office duties.
  

REPRESENTATIVE DUTIES

• Assists in the review, development, and distribution of routine procedures to ensure timely and accurate accomplishment of established operational goals.

• Attend meetings as required.

• Evaluates initial performance and provides input to the team manager.

• Implements management decisions through the work of subordinate employees.

• Implement goals, policies, procedures and guidelines to ensure operational efficiency and effective administration of units.

• Coordinates with other branches/sections within own organization and external agencies/departments to ensure efficient flow of communications and services.

• Monitor workflow, data accuracy, and overall quality of work; assured processes and procedures are accomplished according to established guidelines.

• Assigns/delegates/distributes work and initiates corrective action as needed.

• Participates in performing the actual work of the unit and substitutes for subordinates as needed.

• Prepare a variety of administrative and statistical reports in support of the unit’s activities.

• Provides supervision, guidance, training and motivation to assigned staff.

• Provides hands-on advice, training and assistance in work processes, best practices and subject matter expertise to subordinates.

• Training and onboarding new hires to make sure they understand their roles.

• Provides information concerning redaction and imaging to the general public and other departments and agencies.

• Manage Kronos time management system.

• Receives, verifies, and examines dockets, court files and exhibits to ensure adherence to court procedures.

• Solves problems within the team related to work assignments.

• Performs other related duties as required.
  

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from high school or possession of a GED Certificate and four (4) years of experience within a court operational area or processing, examining, preparing or reviewing of any type of legal document.

Or

An equivalent combination of education, training and experience that would reasonably be expected to provide the job-specific competencies noted above.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

None.

PHYSICAL DEMANDS

The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects; may also require manual dexterity, repetitive motion, speaking, talking, visual acuity, and walking.

WORK ENVIRONMENT

Work is performed in dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position. This position is fully on-site and requires regular presence in the office.

JOB CLASS

Classified - An employee who is appointed to a full-time classified position (including reduced-hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation.

CAREER PATH

• Manager

• Associate Director

• Senior Director
  

• Chief

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodation may be provided to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties.