Assistant Operations Supervisor - INTERNAL ONLY

Superior Court of California, County of Yolo; Woodland (CA); On-site; USD 34,000 - 55,000; Full time

Job summary

Superior Court of California, County of Yolo is seeking an Assistant Operations Supervisor to oversee clerical staff in the court’s operational divisions. The role requires supervising workflows, coaching staff, and helping implement procedures under the direction of a supervisor.

The position carries an at-will status and is non-exempt under FLSA, with duties that emphasize confidential processing and staff development. California driver’s license may be required for some postings.

Qualifications

• Education: High school graduate or equivalent.
• Experience: Four (4) years’ experience in a court which demonstrates a high degree of understanding divisional legal processing functions.
• Substitution: Two (2) years of full-time education beyond high school may be substituted for one (1) year of the required experience.
• Typing: Type at a minimum speed of 35 words per minute.
• Driver’s License: Possession of a valid California driver’s license may be required for some positions.

Responsibilities

• Direct the work of clerks in operational divisions; train, coach and instruct in work procedures.
• Assist in developing and implementing training plans.
• Review and evaluate quality of completed assignments; plan, organize, schedule and coordinate unit workflow.
• Develop and/or modify operational procedures, policies, and directives; implement procedural changes as directed.
• Authorize leaves/absences and approve time sheets/make-up sheets as needed.
• Advise supervisor of staffing and/or operational concerns.
• Assist the supervisor in evaluating employee performance and developing development plans.
• Compile and maintain statistical reports as needed.
• Perform the most difficult and complex duties assigned to clerks in the operational divisions.
• Other duties as needed depending upon work location, assignment, or shift.

Skills

Leadership

Staff development

Coaching

Time management

Analytical thinking

Interpersonal communication

Court procedures

Record keeping

Confidentiality

Bilingual communication

Education

High school graduate or equivalent

Job description

This recruitment is open to internal applicants only. To be eligible for consideration, you must be a current employee of the Yolo Superior Court.

POSITION SUMMARY

Under minimal supervision, perform complex tasks assigned to clerks in the operational divisions of the Court and other related duties as assigned. Assist in supervising one or more operational units of the Court. This position is “at-will” and FLSA non-exempt. This position is designated Confidential.

DISTINGUISHING CHARACTERISTICS

This Assistant Operations Supervisor is distinguished from the higher level of Supervisor in that the latter has full supervisory authority regarding hiring, firing, discipline, performance assessments, training, etc., for staff of the division. The lower-level Assistant Operations Supervisor assists with, staff selection, performance assessments, disciplinary action, and record keeping. Responsible for the most difficult and complex work of the division(s).

ESSENTIAL DUTIES

include, but are not necessarily limited to:

• Direct the work of clerks in operational divisions; train, coach and instruct in work procedures


• Assist in developing and implementing training plans.


• Review and evaluate quality of completed assignments. Assist in planning, organizing, scheduling and coordinating unit workflow.


• Under the direction of the supervisor, develop and/or modify operational procedures, policies, and directives. Implement procedural changes as directed.


• Authorize leaves/absences and approve time sheets/make-up sheets as needed


• Advise supervisor of staffing and/or operational concerns.


• Listening to staff and attempting to resolve staff concerns and issues with support/guidance of Supervisor.


• Assist the supervisor in evaluating employee performance and preparing and updating employee development plans as needed.


• Compile and maintain statistical reports as needed.


• Perform the most difficult and complex duties assigned to clerks in the operational divisions of the Court.


• Some positions may require the performance of other duties depending upon work location, assignment, or shift.

EMPLOYMENT STANDARDS

Any combination of education and experience that could likely provide the required knowledge, skills and abilities is qualifying.

Education: High school graduate or equivalent

Experience: Four (4) years’ experience in a court which demonstrates a high degree of understanding divisional legal processing functions.

Substitution: Two (2) years of full-time education beyond high school may be substituted for one (1) year of the required experience.

Typing: Type at a minimum speed of thirty-five (35) words per minute

Driver’s License: Possession of a valid California driver’s license may be required for some positions.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

Knowledge:

• Statutes relating to court legal processes and procedures, including the Code of Civil Procedure, penal, Civil, Probate and Vehicle Code


• California court system and criminal justice system


• Court policies and procedures


• Courtroom etiquette


• Legal process procedures


• Legal terminology


• Techniques for training, developing and coaching staff


• Modern office practices


• Statistical development and analysis


• Basic math and financial record keeping


• Alphabetical and numerical filing systems


• Correct use of the English language including spelling, punctuation, and grammar

Skills and Abilities:

• Interpret and apply state statutes, local ordinances, local court rules and procedures pertaining to legal filings and processes


• Direct employees, including employee development and motivation, discipline and counseling.


• Read and understand court documents, including those with more complexity


• Interpret and apply California rules of court, local court rules and court clerical process and procedure relating to calendaring, exhibits, appeals and records retention.


• Demonstrate leadership and independent judgement


• Advise and instruct employees on policies and procedures


• Train, develop, coach, and provide feedback to assigned staff


• Analyze, evaluate, and recommend solutions for operational concerns


• Prioritize, maintain, and coordinate a heavy workload


• Manage a wide variety of detailed legal clerical work


• Work under pressure with tight deadlines and interruptions


• Accurately perform duties with attention to detail


• Work as part of a team and independently


• Maintain the confidentiality of court-related records and personnel issues


• Establish and maintain effective working relationships


• Interact with legal professionals, paraprofessionals, and the public in a respectful manner


• Communicate effectively; prepare clear and concise written communications


• Effectively utilize computer, court case management system and related software


• Understand and follow written and oral instructions

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to use dexterity and coordination utilizing hands to finger, handle or feel objects, use a computer keyboard, view a computer monitor, handle files, single pieces of paper, stacks of papers, and reference and other materials; reach with hands and arms; and stoop and kneel. Hearing and speaking are needed to listen effectively and to talk with individuals in person and by phone. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee is frequently required to sit, stand, and move from place to place within the office. The employee is occasionally required to lift and/or move objects weighing up to twenty-five (25) pounds and reach for items above and below desk level. Lifting of objects weighing in excess of twenty-five (25) pounds will require team lifting. The noise and traffic level in the work environment are similar to a busy business office.

Normal business hours: 8:00 a.m. to 5:00 p.m., Monday through Friday. Over-time may occur occasionally.