Assistant Supervisor, Clerk Of Circuit Court

The purpose of the job classification (class) is to assist the Criminal Division Supervisor meet short and long-term division goals and to help manage the office in an efficient and effective manner. The job class is responsible for staff supervision and providing problem solving and technical support for the criminal division.

The job class also coordinates workflow, provides training, interprets policy, and delivers reports and updates to division leadership. The job class works within a general outline of work to be performed under general supervision.

Provides managerial support to the criminal supervisor (Chief Deputy Clerk I) and other criminal division staff.

Supervises all subordinate staff including, training, assigning, and evaluating work, and provides coaching and counseling to develop staff skill set. Writes and conducts employee performance reviews.

Ensures day-to-day operations of the Criminal Division run smoothly.

Supervises preparation and maintenance of criminal records and files.

Oversees and prepares courtroom assignments, motions day, trials, and grand jury proceedings.

Prepares the Daily Docket.

Serves as evidence room custodian; ensures status of all evidence is accurately recorded by staff members; ensures return of documents, charts, pictures, photographs, records, and other evidence.

Every Monday administers CR45 (DNA report) and fingerprints for the CCRE interstate police reports.

Tracks and reports via CR18 (concluded cases) on a daily basis that appeared on the docket, must follow up with the courtroom clerks.

Complete CR32 monthly reports of all closed cases.

Maintains the Empty Index Report.

Responsible for auditing, processing, and submitting jail cards to the Sheriff on a daily basis.

Reviews and provides fiscal data for preparation of the annual budget.

Oversees and monitors expenditures and reviews invoices for accuracy to avoid double billing.

Assists with development and delivery of training materials; assists in development and enforcement of policies/procedures.

Supervisors with development and technical training materials

Assists with inventory maintenance to include ordering supplies and monitoring invoices.

Attends and/or conducts staff meetings and attends conferences/training seminars to improve professional skills.

Prepares and maintains operating budget for assigned area, monitors expenditures

Responsible for Kronos criminal division time sheet

Screens incoming telephone calls and visitors; provides information, resolves criminal problems/issues, directs calls, emails, and visitors to appropriate personnel.

Performs other duties as assigned.

Required Qualifications

VOCATIONAL/EDUCATIONAL REQUIREMENT: Requires any combination of education and experience equivalent to a bachelor's degree in business administration, public administration, or a closely related field.

EXPERIENCE REQUIREMENT: In addition to satisfying the vocational/education standards, this class requires a

minimum of three years of related, full-time equivalent experience in administrative support and supervision.

SPECIAL CERTIFICATIONS AND LICENSES:Must complete Financial Accounting System (FAS), Circuit Case Management System (CCMS) and Circuit Imaging System (CIS6) training by the state within one month of hire.

SPECIAL REQUIREMENTS: Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term departmental needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.

Preferred Qualifications

Prior supervisory experience, previous experience working with judges a plus. Must have circuit court experience or transferrable skills and knowledge from the lower courts, (minimum of 5 years) Experience should include but not limited to: courtroom experience, processing of appeals , DARS, supreme court, general district court, juvenile and domestic relations court.

Must be familiar with criminal and civil procedures, and able to process motions, orders, new suits etc. Communicate professionally to all customers, i.e. judges, commonwealth's attorney, attorneys, public safety officials, law enforcement, probation officers, magistrates, and public at large.

Has the ability to accurately perform and pay attention to details.

Proficient in all Microsoft and Excel Technology

Ability to draft legal documents

Accurately able to multi-task at a high volume

Experienced in handling confidential paperwork

Exceptional customer-relations background

Experience in managing and coordinating staff