Civil Case Processing Supervisor (Legal Records Supervisor)

Internal Revenue Service; Virginia; On-site; USD 60,000 - 80,000; Full time

Job summary

The Internal Revenue Service is seeking a supervisor for the Civil Case Processing Department. This role involves overseeing staff, ensuring compliance with court procedures, and managing sensitive case types. Candidates should have substantial experience in legal settings, strong organizational skills, and a solid background in customer service. Join a team dedicated to excellence while contributing to the judicial process effectively.

Qualifications

• Minimum of four years in court or legal support.
• Experience in customer service and staff supervision required.
• Paralegal Certificate preferred.

Responsibilities

• Supervises staff and assigns work.
• Resolves complex customer service issues.
• Evaluates staff performance and provides coaching.

Skills

Organizational skills

Leadership

Communication

Customer service

Education

High school graduation

Tools

Microsoft Office

Job description

Job Announcement

Assigns and reviews the completed work of 11 staff to ensure timely and precise compliance with Code of Virginia time-standards and the Rules of the Virginia Supreme Court. Authors and revises internal and external procedural guides for civil practice in Virginia’s largest trial court. Resolves unusual or difficult problems referred by staff, including customer-service issues unique to a court environment. Oversees the civil staff assigned to process the highly confidential case-types such as adoptions, expungements, concealed weapons permits and appeals from the Juvenile & Domestic Relations District Court.Briefs colleagues, superiors, and community members about changes to civil practice in Fairfax Circuit Court.

Communicates regularly with inter-agency partners, and sister-agencies to craft multi-agency plans to best manage Civil Litigation workload, based on changes to business practices set by Rules of Court, or due to Legislative Changes.

Interviews, selects, and trains new employees for the Civil Case Processing Department, setting clear expectations of on-boarding staff, as well as offering coaching and educational support to existing deputy clerks and on-boarding staff. Schedules workhours, assigns caseload and counter-shifts, and approves time and attendance. Prepares performance evaluations and is responsible for coaching, developing, educating, staff. Works with the Legal Records Services Manager to establish progressive discipline and corrective action/education for staff, if necessary.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

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.

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

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.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation. Plus, four years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Three or more years of experience working in a federal or state trial court or other legal environment.
• At least three years of experience in managing confidential court records or confidential public records.
• Paralegal Certificate or other paralegal experience.
• At least three years of customer service experience.
• At least three years of cashiering experience.
• Organizational and leadership skills.
• Excellent oral and written communication skills.
• Three or more years of experience in training and supervising staff.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Proficiency using Microsoft Office software (Word, Excel, and Outlook).

PHYSICAL REQUIREMENTS:

• Ability to communicate verbally and in writing.
• Must be able to sit at a desk or on a counter stool or stand for long periods of time.
• Must be able to type at least 30 words per minute due to high volume of documents.
• Requires ability to lift boxes, files and push a cart weighing up to 20 pounds.
• Ability to input and retrieve data from a computer.
• All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. TTY [e-mail]. EEO/AA/TTY.
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Requisition25-01197