Division Supervisor II (#060) Internal Judicial Branch Employees Only

State of Maine Judicial Branch; Portland (ME); On-site; USD 44,000 - 60,000; Full time

Benefits offered by this job

13 paid holidays

2+ weeks vacation leave

12 paid sick days

Parental Leave: 4 weeks

Health insurance coverage (employee)

Dental insurance (employee)

Health and dependent care FSAs

Pension plan contributions

Tuition Reimbursement

Life insurance

Deferred compensation 457

Job summary

The State of Maine Judicial Branch seeks an experienced Division Supervisor II for the Cumberland County Courthouse in Portland. You will coordinate and supervise all activities within a Division, merging two staffs if required, and act as Clerk of Court in the Clerk's absence.

Strong customer service and leadership are essential. Responsibilities include planning, staffing, training, and supervising staff, ensuring efficient docketing and case processing, and maintaining compliance with HR

Qualifications

• Three years responsible experience in case processing.
• Three years supervisory/managerial experience.
• Excellent oral and written communication skills.
• Knowledge of court procedures as they relate to caseload management.
• Ability to merge two divisions and two caseloads.

Responsibilities

• Plan, analyze, and organize the work of the Division.
• Hire and discipline employees in consultation with the Clerk of Court.
• Supervise, train, evaluate, and discipline employees.
• Assign, review, and evaluate work.
• Maintain knowledge of Human Resources Manual.
• Ensure staff provides courteous, professional assistance and maintains relationships with all who interact with the Division.
• Handle complaints from internal and external sources.
• Communicate with justices, judges, prosecutors, defense attorneys, self-represented litigants, and the public.
• Supervise docketing, case processing, and filing; calendar pre-trial activities, trials, motions, and other proceedings.
• Oversee funds handling and accounting; manage warrants and reporting to agencies.

Education

Associate’s degree in criminal justice, public administration, or related field or Clerk’s Certification

Tools

MEJIS

Job description

If you are a current Judicial, Legislative, or Executive Branch employee of the State of Maine, please apply through "Find Jobs" using your existing PRISM account. DIVISION SUPERVISOR II STATE OF MAINE JUDICIAL BRANCH LOCATION: Cumberland County Courthouse, Portland The State of Maine Judicial Branch welcomes motivated team members to join us in serving the communities of Maine within the court system. The Judicial Branch plays a very important role in our communities by providing a safe, accessible, efficient, and impartial system of dispute resolution. Judicial Branch employees all support this mission, in their various roles. We have 31 courts across the state and process over 130,000 cases each year in support of Maine’s almost 1.4 million residents. This position is for internal Judicial Branch candidates only The Job: This is highly responsible managerial, clerical, and administrative work in a consolidated Superior Court/District Court Clerk’s Office assuming responsibility for the operations in one of three areas: (1) a consolidated Criminal Division, (2) a consolidated Civil Division, and/or (3) a Family Division. The Division Supervisor coordinates and supervises all activities within the Division and is accountable for all facets of its operation (operational planning, caseload management, employee training and supervision, problem solving, complaint handling, etc.). The incumbent serves as the primary contact with judges, employees, attorneys, and the public, and ensures that all staff utilizes appropriate customer service skills. The Division Supervisor, under the direction of the Clerk of Court, is responsible for unifying the Superior Court and District Court caseloads, as appropriate. The Division Supervisor will be required to successfully merge two separate staffs while building effective working relationships through teamwork. The Division Supervisor may act as the Clerk of Court in the absence of the Clerk of Court. Division Supervisors have progressively more complex management responsibilities due to the higher volume of cases, trials, employees, judges, and courtrooms, and are classified at higher grade levels accordingly. Classification and grade are determined by caseload volume and supervisory responsibilities.

Salary Range: Grade 15, $31.90 to $43.21 per hour.

What We Offer:

• Work-life balance: 13 paid holidays, 2+ weeks of vacation leave, and 12 paid sick days every year.
• Paid Parental Leave: 4 weeks
• Gym membership and childcare reimbursement programs
• Public Service Student Loan Forgiveness Program
• Health insurance coverage (85%-100% employer-paid for employee-only plan)
• Health insurance premium credit (5% decrease in employee premiums)
• Dental insurance (100% employer-paid for employee-only plan)
• Health and dependent care flexible spending accounts
• Defined Benefit Pension plan contributions
• Voluntary deferred compensation (retirement savings 457 Plan)
• Up to $1000 Tuition Reimbursement each year
• Employer-paid life insurance (1x annual salary)
• Additional wellness benefits

Responsibilities:

• Responsible for planning, analyzing, and organizing the work of the Division.
• Hires and disciplines employees in consultation with the Clerk of Court.
• Supervises, trains, evaluates, and disciplines employees.
• Assigns, reviews, and evaluates work.
• Maintains a working knowledge of Human Resources Manual.
• Ensures staff provides courteous, professional assistance and maintains effective working relationships with all who interact with the Division.
• Handles complaints from both internal and external sources.
• Communicates with justices, judges, prosecutors, defense attorneys, self-represented litigants, and the public.
• Assesses health and safety needs of staff.
• Supervises and/or accurately performs any or all of the following: docketing, case processing, and filing of matters before the Court.
• Calendars pre-trial activities, trials, motions, and other proceedings.
• Handles and processes fines, fees, costs, bail, and other funds paid to or through the Court and maintains books, ledgers and accounts as necessary.
• Oversees jury management activities, as appropriate.
• Issues, maintains, and recalls warrants of arrest, and reconciles warrant listing with repository listing, as appropriate.
• Prepares abstracts and reports for the Administrative Office of the Courts, Secretary of State, State Bureau of Investigation and other agencies, as directed.
• Answers inquiries in person and over the telephone from the public, judges/justices, attorneys, and other state and federal agencies concerning matters before the Court.
• Oversees operation of electronic recording machines, maintains appropriate logs, and performs duties ancillary to recording.
• Oversees operation of courtroom clerks and/or serves as courtroom clerk, including performing duties as required by the judge/justice.
• Ensures compliance with records retention schedule.

We’re Looking For:

• Three years responsible experience in case processing and three years supervisory/managerial experience.
• This experience may be concurrent.
• Associate’s degree in criminal justice, public administration, or related field or Clerk’s Certification.
• Note: Equivalent combinations of education and experience will be considered for the above qualifications and may be substituted for the degree requirement on a year-for-year basis.
• Excellent oral and written communication skills.
• Knowledge of court procedures as they relate to caseload management.
• Knowledge and experience with processes used by the District Court and Superior Court relating to the processing of Division cases.
• Experience and/or training in the fundamentals of teamwork and the ability to successfully merge two divisions and two caseloads.
• Proven strong customer service focus.
• Supervisory experience in an office setting or relevant supervisory training.
• Experience in the planning, assignment, and supervision of the work of subordinate employees in an effective and positive manner.
• Experience in hiring, evaluating, and disciplining employees.
• Ability to train employees and to ensure appropriate cross-training.
• Knowledge of the principles of progressive discipline.
• Ability to accurately type or keyboard at least 45 words per minute.
• Ability to interact effectively with the public, other court staff, judges, and attorneys in a variety of situations and circumstances.
• Ability to understand and follow oral and written instructions.
• Strong spelling, grammatical, and writing skills.
• Strong skills in mathematical and accounting functions, and the ability to accurately receive and distribute funds.
• Ability to analyze office workflow, troubleshoot, and implement changes.
• Excellent interpersonal and problem-solving skills.
• Knowledge of administrative and clerical procedures governing clerks’ offices, including the Clerks’ Manual, as well as Judicial Branch policies and procedures.
• Knowledge of and ability to understand court procedures, legal documents, and laws pertaining to the court system.
• Ability to effectively explain and enforce Judicial Branch policies and procedures.
• Knowledge and experience using MEJIS.
• Ability to learn detailed computer applications.
• Skill in the use and care of various office equipment, including but not limited to typewriters, computers, calculators, copy machines, fax machines, cash drawers, and credit card readers.

The Judicial Branch is an EEO/AA employer.

The State of Maine Judicial Branch welcomes talented and motivated team members to join us in serving the communities of Maine.

Judicial Branch employees serve the public within the State of Maine court system. Our mission is to administer justice by providing a safe, accessible, efficient, and impartial system of dispute resolution that serves the public interest, protects individual rights, and instills respect for the law.

When you join the Judicial Branch team, you will gain valuable experience within a progressive branch of government. The Judicial Branch allows employees to work in a professional and innovative culture defined by ethics. We offer a variety of career paths that encourage you to thrive in an inclusive environment. Whether you're just beginning your career or advancing to the next level, the State of Maine Judicial Branch has an opportunity for you!

It is the policy of the Judicial Branch to comply with applicable law to provide equal employment and advancement opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, age, physical or mental disability, genetic information, ancestry or national origin, military service, whistleblower activity, previous assertion of a claim or a right under the Maine Workers' Compensation Act, marital status or any other category protected under applicable law unless a bona fide occupational qualification exists. This includes the maintenance of a working environment free from discrimination, including sexual harassment, for all employees.

The Judicial Branch is committed to maintaining a positive work environment insuring that employees are treated with dignity, respect, and courtesy.

All applicants are subject to a comprehensive background check, including reference checks, educational verification, license/certification verification, and criminal history check.

The State of Maine Judicial Branch is an Equal Employment Opportunity/Affirmative Action Employer.