Supervisor - Civil Records

State Court Administrator; United States; On-site; USD 38,000 - 43,000; Full time

Benefits offered by this job

Health care

Dental insurance

Life insurance

Vacation time

Sick leave

Pension plan

Job summary

The State Court Administrator is seeking a Principal Court Clerk responsible for managing electronic court case processing and supervising subordinate staff. This role requires strong customer service skills and the ability to navigate legal documents and court rules.

The ideal candidate must possess an Associate's degree and a minimum of three years of administrative experience, with supervisory experience being beneficial. The position is located in the United States, offering an opportunity to serve the public in a critical role within the court system.

Qualifications

• Experience in administrative roles with emphasis on technical office duties.
• Minimum of three years of administrative experience, including one year in supervision.

Responsibilities

• Processing court cases and maintaining electronic filing systems.
• Supervising court personnel and ensuring compliance with court rules.
• Providing customer service to litigants and maintaining financial records.

Skills

Customer service

Court procedures knowledge

Time management

Judgment and decision making

Education

Associate's degree or equivalent 60 semester hours

Job description

Position Details

Department: Civil Records
County or State Funded: State
Exempt or Non-exempt: Non-exempt
Paygrade: S-20
Salary: $18.42 per hour

Basic Function and Responsibility

The principal court clerk position is highly responsible advanced work using an electronic filing system in a court within the Missouri State Court System. Work involves responsibility for court case processing which requires the application of independent judgment and the application of statutes, policies and regulations with minimal supervision. Work requires frequent interaction with the public providing exceptional customer service. Work may also involve financial record keeping within an automated case management system, providing direct clerical support for a circuit judge or associate circuit judge providing a full range of responsibilities within the division's jurisdiction. Work may also involve exercising direct supervision over subordinate court personnel. Position may assume the responsibility for the office during the absence of the circuit clerk.

Appointing Authority and Supervision Received

The deputy court administrator/circuit court jury supervisor is the appointing authority. The principal court clerk receives direct supervision from a unit supervisor, court manager, chief court operations manager, judge or appointing authority.

Supervision Exercised

Direct responsibility for the supervision of apprentice court clerk, court clerk, and senior court clerk staff assigned to the unit.

Characteristic and Assigned Duties

• Performs case processing in receiving and initiating case files; performs technical duties such as reviewing judgments, preparing warrants, summonses, garnishments and executions, bond settings, and docket control.
• Reviews legal documents for necessary information required for filing; determines processing required and takes necessary action in accordance with court rules requiring a detailed knowledge of applicable terminology, rules, and procedures.
• Performs accounting duties in receiving and disbursing monies, reconciles financial accounts, and prepares daily and monthly financial reports.
• Provides information and customer assistance in person via telephone, email or other mediums (without giving legal advice) (i.e., pro se litigants, attorneys, reporters, law enforcement, other judicial agencies, co-workers, supervisors and judges).
• Prepares a variety of documents related to court operations including court orders, court calendars, notices of hearings, court appearances or reports, and coordinates the flow of documents necessary for court assignments; and properly queues electronically filed proceedings for processing.
• Serves in the courtroom, swears in litigants and witnesses, operates electronic sound recording equipment, makes docket entries to reflect case progress and other courtroom related duties.
• Prepares juror lists and performs related work involving summonses, appearances and payments of jurors using an automated jury management system.
• Contacts attorneys and other court personnel to resolve technical discrepancies with court filings.
• May assign, direct, supervise, and coordinate the work of personnel of the office and may participate in the hiring process of such personnel.
• May assist in preparing the court budget.
• Answers procedural questions for staff.
• May coordinate, supervise or deliver training on procedural and/or technical matters.
• May serve as a lead on implementation of new technology, court procedures and other projects.
• Engages directly in complex tasks. Prepares, analyses and/or supervises the preparation and timely dispatch of such operational and financial reports as may be required or requested.
• May participate in financial audit activities.
• Interacts with the public in a timely and courteous manner.
• Creates and processes copies of official legal documents.
• Enters orders, court dates, pleadings and other court matters.
• Assist appointing authorities or managers in the administration of time and attendance of employees and the distribution of workloads.
• Performs other duties as required.

Knowledge, Skills, and Abilities

Comprehensive knowledge of court procedures and policies, legal documents, laws and legal factors pertaining to the court. Comprehensive knowledge of organization operations, functions and scope of authority of the court. Ability to work independently and manage time effectively while handling a high-volume workload in an environment subject to frequently changing priorities and high stress. Ability to exercise good judgment and make independent decisions in accordance with general policy and objectives. Ability to maintain a variety of complex records and prepare reports from an automated system. Ability to establish and maintain effective working relationships with internal and external stakeholders. Ability to communicate clearly and concisely, verbally and in writing, in a tactful and courteous manner with diverse parties. Ability to work with minimal supervision and follow oral and written instructions. Requires strong time management and organization skills with the ability to be detail oriented. Ability to recognize and troubleshoot employee relations issues and resolve or report issues as appropriate. Ability to plan, assign and supervise the work of subordinate employees engaged in a variety of activities. Ability to analyze and interpret complex sets of data, draw meaningful conclusions and communicate the results in an effective manner.

Minimum Qualifications

Associate’s degree in a related field or at least 60 semester hours from an institution of higher learning plus three years of varied administrative experience performing a wide range of technical office duties, one year of which in a supervisory capacity.

Necessary Special Requirement

All candidates selected for employment will be subject to background screenings as part of the hiring process. Certain positions may also require additional checks, including but not limited to education verification, child abuse and neglect clearances, drug screenings, and physical assessments, as applicable to the responsibilities of the role.

EMPLOYEES MAY BE EXPOSED TO:

• Evidence and testimony that may be disturbing, such as photographs of violent scenes and victims or sexually explicit material; evidence that may include syringes, drugs, weapons and blood.
• The public who may potentially be verbally or physically abusive, allergens such as perfumes and dust; and unpleasant odors such as unwashed clothing or chemicals offered into evidence.

Equal Opportunity Employer

The associates of the 16th Judicial Circuit of Missouri fill a vast array of positions, but they are all part of one team, sharing a common goal - serving the citizens of Jackson County. The 16th Judicial Circuit of Missouri is a wonderful place to work! We offer excellent benefits, including health care, dental, life insurance, vacation time, sick leave, a pension plan, plus many more.