Operations Support Coordinator (Division TBD)

Myorangeclerk; Orlando (FL); On-site; USD 33,000 - 44,000; Full time

Job summary

Clerk of Courts in Orlando, Florida is seeking an Operations Support Coordinator to assist the Operations Assistant Manager with daily division operations, onboarding, audits, and training. The role focuses on maintaining efficient workflows, addressing customer concerns, and improving processes across the division.

The position emphasizes data collection, reporting, and ensuring compliance with policies in a fast-paced office setting.

Qualifications

• High school diploma or equivalent.
• Minimum of three (3) years of experience with progressively responsible assignments.
• Online driving course within six (6) months of hire.
• Dealing with Difficult Customers within six (6) months of hire.

Responsibilities

• Act as the first point of escalation to resolve customer concerns and ensure customer satisfaction.
• Support the Assistant Manager with day-to-day operations of the Division.
• Assist with training plans and onboarding of new hires.
• Audit transactions and balance the register, ensuring deposits are made on time.
• Monitor and evaluate team performance; support process improvement initiatives.
• Assist in collecting data and preparing associated reports.

Skills

Customer service

Communication

Typing 30 wpm

Multitasking

Education

High school diploma or equivalent

Tools

Odyssey

MS Word

MS Excel

Outlook

Job description

Operations Support Coordinator (Division TBD) - (2680-1)

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Job Title

Operations Support Coordinator (Division TBD)

Location

Clerk of Courts - Orlando, FL US (Primary)

Category

Salary Grade

$23.75 - $32.00

Job Type

Full-time

Job Description

Job Overview:
Perform and coordinate a variety of activities related to the efficient operation of the assigned division. Support Operations Assistant Manager in various tasks that pertain to the day-to-day operations of the Division. Conduct audits, assist in onboarding of new hires, implement training plans and follow up on customer concerns as requested. Reports directly to Operations Assistant Manager.

Essential Functions

Employees performing in this job function may perform some or all the duties. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Act as the first point of escalation to resolve customer concerns and ensure customer satisfaction.
• Support the Assistant Manager with day-to-day operations of the Division.
• Assist with functional area / flash meetings to share any immediate changes such as policies, new processes, and challenges for the division.
• Audit transactions such as credit cards, cash receipts, verifying that all transactions are processed correctly in the system, balancing the register and ensuring that all deposits are made to Financial Services on time.
• Conduct new hire check-in meetings with the employee to review and discuss obstacles or challenges that the employee may be experiencing; to ensure that they are adjusting to the organization.
• Assist with implementation of the divisions training plan to ensure knowledge of job functions.
• Participate on process improvement teams to improve operational processes and systems, as needed.
• Assist with monitoring the compliance of the organizational policies.
• Monitor work of team members and provide input into team member’s performance evaluation.
• Assist in implementing quality controls and improvement initiatives.
• Monitor the workflow and assign employees to areas within the division to ensure that the division is meeting performance standards.
• Inform and execute the division training plans to ensure that employees are properly trained to complete divisional tasks.
• Resolve problems and answer questions that team members are unable to solve.
• Assist in collecting/analyzing data and preparation associated reports.
• Conform with and abide by all regulations, policies, work procedures and instructions.
• Respond promptly when returning telephone calls and replying to correspondence.
• Perform marriage ceremonies.
• Perform other functions, duties and conduct special projects and/or research as assigned.

Job Requirements

Minimum Qualifications Required

• High school diploma or equivalent.
• Minimum of three (3) years of experience with progressively responsible assignments.
• Special training to be completed:
  • Online driving course within six (6) months of hire
  • Dealing with Difficult Customers within six (6) months of hire

Preferred Qualifications

• Associate’s degree.
• Previous Deputy Clerk experience.
• Knowledge of the court system, statutes, administrative orders, court procedures and regulations to ensure the proper interpretation and application of the laws.
• Knowledge of Clerk of Courts organizational operational policies, processes and procedures.
• Skilled in Odyssey to manage and track case information, pull reports and research detailed case information.

Technical Requirements

• Knowledge of training process and practices.
• Knowledge of proper use of standard office practices, procedures and equipment.
• Knowledge of the statutes, rules, regulations, principles, practices and procedures pertaining to the division.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of principles and processes for providing customer service such as customer needs assessment, meeting quality standards for services, and the evaluation of customer satisfaction.
• Proficiency working with a personal computer in Windows environment and utilizing word processing (MS Word, Excel, Power Point, and Outlook).
• Ability to:
  • Type 30 words per minute.
  • Interact courteously and cooperatively with customers.
  • Express ideas, thoughts, and concepts clearly in writing; documents have correct and appropriate organization, structure, and format; use correct and appropriate grammar, language, terminology, tone and style; use a variety of communication modes appropriate to the situation.
  • Listen and understand information and ideas presented through spoken words and sentences.
  • Verbally communicate information so others will understand.
  • Understand written text in English such as general instructions, email messages, letters from customers and work related documents etc.
  • Assign and prioritize workload.
  • Learn quickly and apply new knowledge when resolving complex problems.
  • Work in a fast pace automated environment that experiences multiple interruptions.
  • Use standard office equipment (computer, fax, telephone, copier, etc.).
  • Travel to all work locations including outlying branches.

Working Conditions

This job is eligible for Flexible Work Schedule.
This job is absent of disagreeable working conditions. This job is performed in an office work environment.
This is a Safety and Security Sensitive Position in which a drug impairment constitutes an immediate and direct threat to public health, safety, or security, requiring a high degree of public trust in protecting court records and individual PII (Personally Identifiable Information). The Orange County Clerk of Courts Safety and Security Sensitive Positions requires the employee to perform one or more of the following:

• Work with confidential customer and/or employee information.
• Access our Case Management System “Odyssey” that contains PII (personally identifiable information).
• Access our “Munis System” that contains our banking accounts information, financial information, and PII (personally identifiable information).
• Access to Court Evidence that includes but is not limited to (controlled substances, criminal investigation documents, weapons, and other like items).
• Access to the juvenile facility.
• Handle cash and other forms of payment such as credit cards.
• Set up differed payments for customers.
• Be sworn to “Oath by the Clerk”.
• Operate heavy equipment such as a forklift and scissor lift.
• Operate company vehicle.

Physical Requirements

• Constant: sitting, speaking, hearing, typing, writing, detailed inspection and reading.
• Frequent: standing, walking and repetitive motions.
• Occasional: bending/stooping, pushing, pulling, and lifting (up to 25 pounds).
• Rare: reaching over head, kneeling, crawling, climbing and driving a company vehicle.