Divisional Office Supervisor

U.S. Bankruptcy Court - Western District of Washington; Tacoma (WA); On-site; USD 70,000 - 95,000; Full time

Job summary

U.S. Bankruptcy Court - Western District of Washington in Tacoma seeks a reliable Divisional Office Supervisor. The role oversees office administration, space, facilities, and HR support at the divisional office, with duties spanning case administration support and staff coordination.

The position requires strong interpersonal skills, supervisory experience, and the ability to liaison with headquarters. Office location is Tacoma, WA with regular reporting to Seattle as needed.

Qualifications

• High school diploma or equivalent with 4+ years of progressively responsible administrative/clerical work.
• Two years of specialized administrative, technical, supervisory, or managerial experience.
• Exceptional interpersonal skills and the ability to communicate effectively with individuals and groups.
• Adept at developing relationships and connections at all levels of the organization and beyond.
• Strong organizational and project management skills.
• Excellent judgment, professionalism and tact, including maintaining confidentiality.
• Demonstrated ability to build, unite, and effectively lead a team.
• Superior oral and written communication skills.

Responsibilities

• Act as divisional office supervisor ensuring administrative and operational compliance with guidelines, policies, and internal controls.
• Coordinate the work of the divisional office with other governmental agencies, court units, the Bar, and the public; represent at meetings and court events.
• Act as office liaison with General Services Administration for office needs (heating, cooling, lighting, cleaning).
• Supervise divisional office staff: time and attendance, scheduling, assigning and reviewing work; evaluate performance.
• Oversee intake of documents and data quality; assist with electronic filing and records management.
• Manage office supplies and on-site financial functions; coordinate vendor relations.
• Oversee records maintenance, storage, release and certification of official records.
• Assist with HR activities including access card administration and onboarding.
• Coordinate updates to manuals, forms, and procedures; oversee special projects and events.
• Perform other duties as assigned.

Skills

Interpersonal skills

Relationship building

Organizational skills

Project management

Judgement and professionalism

Team leadership

Oral and written communication

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

CM/ECF

Zoom

Teams

Job description

PositionOverview

The United States Bankruptcy Court for the Western District of Washington is looking for a reliable and adaptable self-starter with excellent interpersonal skills to act as the Divisional Office Supervisor. The Divisional Office Supervisor is the point of contact at the divisional office, overseeing general office administration, and providing administrative support for space, facilities, and human resources at the divisional office. The employee provides operational support and oversight for case administration. The Divisional Office Supervisor is a resource for staff on administrative or operational matters and coordinates court needs with headquarters management.

This position is located in the U.S. Courthouse in Tacoma, Washington. This position requires reporting to the office in Seattle, Washington on a reoccurring basis.

Representative Duties

• Act as office supervisor for divisional office, ensuring administrative and operational compliance with appropriate guidelines, policies, and approved internal controls. Answer procedural questions for judges, staff, and the public. Provide customer service and resolve difficulties while complying with regulations, rules, and procedures. Act as head floor warden and point of contact for all emergency matters.
• Coordinate the work of the divisional office with other governmental agencies, court units, the Bar, and the public. Represent court unit at meetings and court events, as needed. Communicate and respond to management requests.
• Act as office liaison with the General Services Administration regarding office physical needs, such as heating, cooling, lighting, and cleaning. Act as office liaison for District Court or other court units regarding space, events, and other matters. Act as office liaison with other service providers and vendors.
• Supervise case administration employees in the divisional office including managing time and attendance, scheduling, assigning and reviewing work, and evaluating performance. Conduct employee performance evaluations. May assume case-related work as a backup or as the needs of the court require. Assist in developing work standards. Implement staff procedures and conduct staff meetings. Train staff on policies, procedures, and internal controls.
• Oversee receipt and review of incoming documents for conformity with federal and local rules. Monitor daily case data processing and data quality assurance activities, including case opening and closing. Assist attorneys and their staff with electronic cases and document filing. Oversee records and mail management activities.
• Oversee office needs and consumable supplies and prepare supply requests for approval; receive, audit, and distribute supplies or special-order requests.
• Coordinate the court’s on-site financial functions, including supervision of cashiers, reconciliation, and bank deposit functions, control of vault access and contents, custodial responsibility for divisional office financial records, and the review of mail logs.
• Oversee records maintenance, storage, and control, release and certification of official records. Monitor compliance with standard and internal control procedures.
• Assist with human resources activities including FAC/access card administration, onboarding, and events.
• Coordinate and prepare updates to manuals, forms, and procedures, as needed.
• Coordinate special projects and events in the divisional office.
• Performs other duties as assigned.

Qualifications

To be qualified for appointment to the position of Divisional Office Supervisor, candidates must meet the following standards:

• A high school diploma or equivalent with a minimum of four years of progressively responsible administrative, office, or other clerical work. Education above the high school level may be substituted for required general experience on the basis of one academic year equals one year of general experience.
• Two years of specialized experience. Specialized experience is defined as progressively responsible administrative, technical, professional, supervisory, or managerial experience.
• Exceptional interpersonal skills and the ability to communicate effectively with individuals and groups.
• Adept at developing relationships and connections at all levels of the organization and beyond.
• Strong organizational and project management skills.
• Excellent judgement, professionalism and tact, including maintaining confidentiality.
• Demonstrated ability to build, unite, and effectively lead a team.
• Superior oral and written communication skills.

Preferred Qualifications

• Administrative or related experience with federal government.
• Bankruptcy knowledge or experience in a legal environment.
• Experience with the court’s case management system (CM/ECF), Zoom and Teams videoconferencing and digital recording.
• Experience managing teams and use of mediation and problem-solving skills when managing conflicts in the workplace.
• Bachelor’s degree or advanced degree.

Other Information

Applicantmustbe a U.S. citizen or eligible to work in the United States.

As a condition of employment, the selected candidate will be subject to an FBI fingerprint and background check. The selectee may be appointed provisionally, and retention will depend upon a favorable suitability determination of the background check. All information provided by applicants is subject to verification and background investigation. The United States Bankruptcy Court requires employees to adhere to the Code of Conduct for Judicial Employees. Electronic fund transfer (direct deposit) participation for net pay is required.

The Court reserves the right to modify the conditions of this job announcement, to withdraw the announcement, or to fill the position sooner than the closing date, any of which may occur without prior written or other notice. In the event that a position becomes vacant in a similar classification, within a reasonable time from the original announcement, management may elect to select a candidate from the applicants who responded to the original announcement without posting the position. More than one position may be filled from this announcement.

See the Court’s website at: www.wawb.uscourts.gov

Equal Opportunity Employer