Court Services Supervisor - Internal Only

County of Sonoma; Santa Rosa (CA); On-site; USD 95,000 - 125,000; Full time

Benefits offered by this job

Dental insurance

Vision insurance

Health plan options

Disability insurance

Life Insurance

Job summary

County of Sonoma is seeking an experienced supervisor to manage Court Services, directing Jury Services, Interpreters, Court Reporter/Interpreter Coordinators, and the Probate Clerk's Office. Internal candidates only are eligible, with oversight from Court Operations Management.

You will guide staff, improve procedures, and ensure accurate processing of court documents and services. The role emphasizes leadership, compliance with court policies, and high levels of customer service.

Qualifications

• Supervision and performance evaluation of staff.
• Leadership and team-building.
• Group work facilitation and teamwork.
• Courtroom and legal document processing operations.
• Knowledge of court operations and applicable laws.
• Customer service and communication skills.
• Record keeping and file maintenance.
• Technology and data systems used in court operations.
• Understanding of legal terminology and procedures.

Responsibilities

• Plan, organize, supervise, and review staff across court services.
• Develop goals and procedures for assigned services and programs.
• Monitor activities and implement improvements for better service delivery.
• Coordinate assigned services with other Court Operations divisions.
• Prepare staff reports, manage records and databases, ensure proper documentation.
• Respond to inquiries from the public, attorneys, and partners with accurate information.
• Provide direction for jury services, interpreters, and court coordinators.
• Ensure safety and compliance with court policies and procedures.

Skills

Supervision

Leadership

Teamwork

Courtroom processing

Customer service

Communication

Record keeping

IT systems

Legal terminology

Education

High School diploma with college coursework

Job description

This recruitment is available to internal candidates only. To be a qualified applicant and eligible for consideration, you must be a current employee of the Superior Court of California, County of Sonoma.

Position Summary

Under general direction, plans, schedules, assigns, reviews, and supervises the work of staff performing judicial services, legal document processing, and/or other specialized functions within a Court division; plans and coordinates comprehensive assigned programs to ensure established policies, procedures and guidelines are being followed by direct reports; provides complex staff assistance to management staff in areas of expertise; and performs related work as required.

The current vacancy will be for Court Services and will supervise Jury Services, Interpreters, the Court Reporter/Interpreter Coordinators, and the Probate Clerk's Office.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from a Court Operations Manager. Exercises supervision over professional and administrative staff.

Class Characteristics

This is a supervisory class responsible for the activities of employees performing courtroom clerk services and/or legal document processing and exercises independent judgment on diverse and specialized court operations functions with significant accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of assigned staff and providing support to assigned management staff in a variety of areas. This class is distinguished from the Court Operations Manager in that the latter has full management authority in planning, organizing, and directing the full scope of court operations activities and services within the division.

Typical Duties

Typical Duties may include but are not limited to the following:

• Plans, organizes, assigns, supervises, and reviews the work of staff providing legal document processing, and/or other specialized functions within a Court division; trains staff in work procedures; evaluates employee performance, assesses and authorizes the eligibility of merit increases, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion; approves leave requests and timesheets; coordinates workflow and cross training.
• Participates in the development of goals, objectives, policies, and procedures for assigned services and programs; provides feedback on, recommends, and implements policies and procedures including standard operating procedures for assigned operations.
• Monitors activities of the work unit(s); identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes with management; implements improvements.
• Coordinates assigned services and operations with those of other Court Operations divisions.
• Provides staff assistance to management; prepares and presents staff reports and other written materials; supervises the establishment and maintenance of reports, records, databases, and files; ensures the proper documentation of operations and activities.
• Answers questions and provides information to the public; investigates and responds to complaints and inquiries from citizens, other departments, and agencies; recommends corrective actions to resolve issues.
• Provides direction and makes decisions on difficult and complex problems dealing with a variety of operations within a division.
• Ensures staff provides high levels of customer service, including timely responses to requests for information and documents from internal and external customers; applies Court policies to resolve issues arising from services to the public.
• Resolves technical and procedural problems; answers complex and difficult procedural questions related to legal document processing and courtroom operations; corrects staff entry errors as needed.
• Acts as a liaison with other courts, local and statewide organizations, and agencies; responds timely to requests for information and documents; informs attorneys and the public on the status of legal cases and provides procedural information.
• Researches and monitors relevant legislation and determines the effect on unit business processes and administrative and operational procedures; confers with management to recommend and implement adjustments as needed.
• Prepares and maintains a variety of administrative, judicial, work status, narrative, and statistical reports; receives, reviews, audits, and corrects reports from justice partners.
• Ensures legal processing operations staffing coverage; may perform back-up duties in the absence of assigned staff.
• Ensures jury services and court coordinator staffing coverage; may perform back-up duties in the absence of assigned staff.
• Oversees the posting of fines and refunds of duplicate payments to the Court.
• Participates in the testing and development of new and updated technical systems and applications for the Court.
• Assists in the development and implementation of teamwork strategies designed to achieve organizational goals.
• Represents the Court in meetings with members of other public and private organizations, community groups, contractors, vendors, and the public.
• Ensures staff observe and comply with all Court and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Principles, practices, methods, and techniques of courtroom and legal document processing operations.
• General functions and organization of the judicial system, including various divisions of the Court.
• Information technology, records systems, and record maintenance procedures used in court operations.
• Principles and practices of customer service and business communication.
• Rules and functions of other legal and law enforcement agencies.
• Forms, records, document processing procedures, filing statures, legal terminology, and judicial rules applicable to the areas of assignment.
• Documents and terminology related to criminal, traffic, civil, small claims, probate, family law and probate court cases.
• Legal courtesies and courtroom demeanor.
• Court policies and procedures applicable to the receipt and accounting of a variety of payments to the Court.
• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
• Principles and procedures of record keeping.
• Court and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Court staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Identify problems, research and analyze relevant information, and develop and present recommendations and justification for solutions.
• Understand, explain, and apply specific statutes, codes, laws, and legal procedures.
• Perform the most complex courtroom and legal document processing tasks.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Oversee the maintenance of complex legal records.
• Locate, identify, and correct technical inaccuracies.
• Utilize data to monitor trends and unit performance.
• Prepare narrative and statistical reports.
• Respond to complaints or inquiries from citizens, staff, and outside organizations.
• Prepare clear, effective, and accurate reports, correspondence, and other written materials.
• Maintain accurate logs, records, and written records of work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education And Experience

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to completion of the twelfth (12th) grade supplemented by college-level coursework in business or public administration, criminal justice, psychology, or a related field or certification/coursework from the California Court Leadership Association, National Center for State Courts, Center for Judicial Education and Research (CJER) or similar organization and four (4) years of increasingly responsible experience in a court environment.

Licenses And Certifications

• Possession of, or ability to obtain by the time of appointment, an appropriate, valid California driver’s license.

Accommodation

Applicants with a disability who may require special assistance in any step of the selection process should advise Human Resources by emailing [e-mail] upon submittal of application.

Background Investigation

Employment is contingent upon successful completion of a thorough background check, including verification of prior employment, and the provision of appropriate identifying documents to certify eligibility to work in the United States. Please be advised that finalist(s) must be fingerprinted for criminal record check purposes and that continued employment is contingent upon information received in the report. Convictions, depending upon the type, number and date, may be disqualifying. False statements or omission of facts regarding background or employment history may result in disqualification or dismissal.

General Benefit Information

Retirement Plan:

• Tax deferred contributory system under the County Retirement Act of 1937. This is a defined benefit plan fully integrated with Social Security.
• Employee may elect to make additional contributions into a separate 457 Deferred Compensation Account up to the IRS annual maximum.

Standard Benefits:

• Employees and their dependents are eligible for dental, vision, and the choice of three health plans. The Court's contribution is currently 92% of the premium for the health plan selected.
• Short and Long Term Disability Insurance.
• Term Life Insurance
• Basic Life Insurance - $50,000.
• Employee Assistance Program.
• Fourteen (14) paid fixed holidays per year, plus twenty-four (24) miscellaneous floating hours
• Up to fifteen (16) days vacation earned per year
• Up to twelve (12) days sick leave earned per year

Vacation Leave

Regular, full-time Court employees accrue vacation at the following rates: Approx. YearsIn-Service HoursBi-weekly AccrualApprox. Days EquivalentMax Accrual0 - 20 - 4,174.2 4.94 16 376 2 - 34174.3 - 6261.4 5.34 17.4 3763 - 46261.5 - 8348.5 5.74 18.7 3764 - 58348.6 - 10435.6 6.1 20 3765 - 1010,435.7 - 20,871.27.04 22.9 37610 - 1520,871.3 - 31,306.87.97 25.9 37615 - 2031,306.9 - 41,742.4 8.84? 28.8 376 20 - 2541,742.5 or more9.43 30.7 376 25+52,178.1 or more9.74 31.7 376 01

The Superior Court of California, County of Sonoma is committed to creating a diverse environment and an open, inclusive culture free from bias. We are an Equal Opportunity Employer.