Legal Records Supervisor

Supervises and manages assigned staff in the Public Service Division. Coordinates activities of the issuance of marriage licenses, recording of financing statements and trade name dissolutions and issuance of notary commissions. Also coordinates manning of the Fairfax County Courthouse Information Desk.

Additional duties include:

• Schedules time and attendance, leave administration, training, coaching, employee development, and performance evaluations for assigned staff.
• Monitors workload and performance. Resolves routine disciplinary problems. In conjunction with the division manager, resolves complex personnel issues. Participates in the interview process and recommends candidates for hire.
• Reviews and monitors workload and workflow. Reviews historic practices and makes recommendations to improve operational procedures to ensure the most productivity with effective use of staff and system support.
• Crafts cross-training initiatives, redesigns workflow, re-distributes workload, or plans supplemental staff resources based on workload. Ensures effective workflow for superior customer service.
• Ensures that system interfaces and policy/procedural changes are incorporated into the workflow process.
• Assists in the report of performance outcomes, and development of recommendations as they relate to court mandates, standards, goals, and objectives.
• Coordinates quality control processes as well as the resolution of unusual and difficult problems escalated by staff.
• Maintains a comprehensive, current knowledge and demonstrates understanding of the issuance of marriage licenses and notary commissions, recording financing statements and trade name dissolutions and the proper notarization of documents.
• With the division manager, documents new processes in the form of a memorandum, policy or procedure.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Supervises daily operations of an assigned unit;
• Assigns, monitors, and reviews the work of staff;
• Ensures that staff adhere to Court's operating policies and procedures;
• Resolves complex customer service issues received by phone, email, fax, mail, or in person;
• Evaluates, recommends, and implements changes in unit workflow and procedures;
• Actively participates in performance management activities for an assigned unit, which include evaluating performance, identifying goals and objectives, recognizing staff achievements, and coaching for staff professional development;
• Performs various personnel duties, i.e., employee selection, coaching, training, performance evaluation and disciplinary actions;
• Serves as backup to division manager in their absence.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of the functions of the assigned business areas and/or court procedures;
• Knowledge of the Code of Virginia, the Virginia Supreme Court's Clerk's Manual, laws and regulations related to the assigned business areas;
• Knowledge of the court's case management system and statistical reporting requirements;
• Knowledge of principles and practices of supervisory techniques;
• Knowledge of the principles of human resources management;
• Ability to prepare reports and present findings in a clear and concise manner;
• Ability to direct and coordinate activities of a moderate sized staff;
• Ability to plan, organize, assign, train and evaluate the work of subordinates;
• Ability to interpret and explain complex rules and regulations to staff and customers;
• Ability to communicate courteously and effectively, both verbally and in writing;
• Ability to motivate, develop, and direct staff;
• Ability to develop and maintain effective working relationships with a variety of individuals, including the judges, general public, members of the legal and business community, and department staff.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
High school graduation; Plus four years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

CERTIFICATES AND LICENSES REQUIRED:
Notary Public for the State of Virginia (Required within 3 months).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Associate's degree.
• Two or more years of court and/or legal experience.
• Excellent customer service skills and experience.
• Ability to work in a team environment.
• Four or more years of experience processing financial transactions.
• Attention to detail.
• Ability to multitask and work with limited direction to address identified objectives.
• Excellent organizational skills.
• Four or more years of experience providing administrative support.
• Experience using court case management systems and scanning and imaging software; Adobe Suite; and Microsoft Office Suite (especially Word, Excel, and Outlook).