Manager - Domestic Relations, Special Services, & Probate

Martin County Clerk of Court and Comptroller (FL); Florida; On-site; USD 70,000 - 90,000; Full time

Job summary

Martin County Clerk of Court and Comptroller (FL) seeks an experienced Division Manager to supervise deputy clerk staff and oversee workflow within Court Services. You will evaluate procedures, implement best practices, and ensure compliance with state laws and Clerk’s policies.

Strong leadership and communication are essential for coordinating schedules and reporting. Responsibilities include performance reviews, training, disciplinary actions, and maintaining security-sensitive operations.

Qualifications

• Bachelor’s degree supplemented with five years of recent and relevant managerial experience; equivalency considered.
• Strong supervisory, coaching, and performance-management abilities.
• Knowledge of Florida criminal laws, civil laws, and Clerk’s Office policies and procedures.

Responsibilities

• Supervise deputy clerk personnel and assign/manage work within the division.
• Evaluate procedures, best practices, and workflows; recommend improvements.
• Review projects and ensure proper completion and compliance with laws and policies.
• Represent the Clerk of Court on county/state boards and committees.
• Coordinate staffing, schedules, and prepare administrative reports.
• Provide training, conduct performance appraisals, and address disciplinary issues.

Skills

Team leadership

Budgeting

Policy interpretation

Communication

Disciplinary actions

Training & development

Education

Bachelor’s degree

Five years managerial experience

Job description

Under the direction of the Chief Deputy of Court Services, the individual is responsible for exercising immediate supervision of deputy clerk personnel as assigned and appraising the effectiveness of work performed. Individual plans, directs, assigns, reviews, and manages the work of the applicable division. The position also requires evaluations of current procedures, best practices, and makes recommendations to enhance and improve the systems and workflow. Use of judgment and acquired knowledge in interpreting state laws, local ordinances, and Clerk’s Office policies is required. Although duties are performed in accordance with established policies, judgment is frequently exercised. Instructions are received orally and in writing from a superior. Work is reviewed through observations, inspections, and evaluations of submitted work. The position will be deputized and is an exempt position under the FLSA.

Security-Sensitive Position:

This is a security-sensitive position. All personnel are responsible for protecting and maintaining the confidentiality, integrity, and availability of confidential and secure information. Employees are expected to follow all applicable security policies, procedures, and controls; safeguard sensitive information from unauthorized access, use, disclosure, alteration, or destruction; and promptly report any suspected security incidents or breaches.

1. Core Responsibilities

1. Assigns and oversees the work of one or more staff.
2. Reviews projects to ensure proper completion.
3. Monitors and reviews records to ensure accuracy and compliance with state and local laws.
4. Represents the Clerk of Court by serving within the county and state on special boards and committees.
5. Communicates regularly with co-workers, judges, lawyers, staff, and the public to ensure proper implementation of Division responsibilities.
6. Coordinates work schedules and staffing levels.
7. Provides for the correct and timely completion of all administrative matters concerning members of their division.
8. Prepares written reports, forms, and other paperwork, as required.
9. Ensures the proper preparation of diverse types of data are in line with reporting requirements for periodic administrative and operational reports.
10. Assists in divisional planning, coordinating, and budgeting in both the planning and implementation stages.
11. Demonstrates high standards of conduct and ethics as well as appropriate judgment, independence, and discretion.

2. Training and Development

1. Coaches, motivates, and develops staff and provide feedback to enhance the necessary skillsets to carry out job tasks.
2. Maintains a positive working environment.
3. Coordinates, participates, and contributes to weekly meetings with staff.
4. Identifies and implements the training needs of the division to attain the recommended job proficiencies.

3. Evaluates performance

1. Completes performance appraisals and reviews with the staff.
2. Conducts regular meetings with staff to discuss performance progress and provide feedback.
3. Documents staff performance in a log or a file to provide articulable feedback for yearly evaluations and regular meetings.

4. Disciplinary Responsibilities

1. Ensures compliance of policies and procedures.
2. Identifies clear expectations with staff.
3. Counsels staff as needed.
4. Documents all written and verbal counseling on incidents involving the staff’s actions.
5. Notifies the Chief Deputy of Court Services when potential disciplinary actions with staff when concerns are observed or reported.

5. Conducts inspections of facilities and equipment

1. Conducts random inspections of staff’s equipment and facilitates the acquisition of new equipment as needed.
2. Inspects office areas for any safety violations or materials that may be offensive to others.

6. Identifies operational and administrative deficiencies and implements changes or submits written or oral recommendations that commensurate with Division Manager Authority

1. Reviews applicable state statutes, local ordinances, best practices, sunshine law, administrative code, legislative developments, and make recommendations to amend policies and procedures as required.
2. Reviews and revises practices, procedures, and workflow in the division.
3. Provides input and recommendations to the Clerk of Court and formulate and implement new rules, goals, and objectives in coordination with other staff members to ensure all components are not adversely affected.

7. Reports immediately to the Chief Deputy of Court Services, all matters of serious importance or concern that may have an impact on the Clerk’s Office

8. Expectations of Managers

1. Performs the work of staff when required.
2. Works outside the normal business hours of 8 am -5 pm when needed with little or no notice by the Administrative Staff.
3. Remains at the office outside of normal business hours (8 am - 5 pm), as needed to manage workload, special projects, when non-exempt staff is in court, assisting customers, or conducting other business.
4. Takes a proactive role in continuing education by utilizing training opportunities provided by associations, local and state agencies.

NOTE: The omission of an essential function of work does not preclude the Clerk of Court from assigning duties not listed herein if such functions are a logical assignment to the position. Bachelor’s degree from an accredited college or university supplemented with five years of recent and relevant managerial experience; or an equivalent combination of education, training, and experience will be considered.

Strong written, oral, and interpersonal communication skills are required.

Knowledge of Florida criminal laws, civil laws, and Clerk’s Office policies and procedures.

Knowledge of supervisory principles and practices.

Knowledge of court procedures.

Knowledge of Florida Sunshine Law.

Ability to communicate clearly and concisely, orally and in writing.

Ability to establish and maintain effective working relationships with staff, superiors and the public.

Ability to understand and carry out oral and written instructions.

Ability to analyze complex situations and adopt reasonable courses of action.

Ability to supervise a group of staff in a manner conducive to full performance and high morale.

Ability to adapt to changing technologies and practices.

Ability to perform research related to division responsibilities.

Supervisory responsibilities: Supervise a division up to as many as 25 individuals.

Physical Requirements: Tasks involve frequent walking, sitting, standing, standard stooping, stretching and bending, some lifting and carrying objects of light weight (5-20 pounds).

Environmental Requirement: Tasks are performed mostly indoors but may be subject to infrequent exposure to adverse environmental conditions. Flexible hours and some travel may be required.

Sensory Requirements: Task requires sound perception and discrimination. Task requires odor perception and discrimination. Task requires depth perception and discrimination. Task requires visual and color perception and discrimination. Task requires oral communications ability.