Job Details

Job Overview
Perform general managerial/administrative duties for the assigned Division within the Clerk of the Courts. Responsibility for planning, coordinating, supervising, budgeting, and controlling assigned resources to achieve organizational/divisional objectives.  Reports to the appropriate department Operations Assistant Director regarding the Division’s operational performance and personnel administration.

Essential Duties
• Employees performing in this job function may perform some or all of these 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.
• Manage and promotes an engaged, motivated and productive division.
• Compile and analyze reports to identify root causes and take corrective action to improve performance and productivity.
• Facilitate meetings to communicate divisional and organizational changes.
• Facilitate division leadership meetings to discuss any challenges, successes, opportunities, employee concerns, and/or division updates.
• Serve as an organization representative at membership meetings and events as scheduled by attending and representing the Clerks organization.
• Review all external reports to ensure they are accurate and submitted in a timely manner.
• Develop employees in their knowledge, skills, abilities and competencies for performance and professional growth.
• Oversee process improvement initiatives to identify opportunities and more efficient ways for the division and organization to improve operational processes and systems.
• Review and ensure compliance with any Legislative and local changes.
• Manages individual and team conflict by providing a solution to the problem and establishing collaboration and cohesion within the division.
• Manage employees’ time and attendance for payroll and divisional coverage.
• Approve any expense reporting claims to ensure that the expense information is accurate and that the division stays within budget.
• Manage and serve as change agents to ensure that all divisional and organizational changes are successful.
• Assess workforce needs such as identifying shortfalls, developing divisional retention plans and creating a business justification for hiring employees.
• Create and manage dashboards for the purpose of analyzing performance and productivity and recommend appropriate actions.
• Manage the cascading of the organizational goals to ensure that the goals are in alignment with the organization’s objectives.
• Develop and maintain constructive and cooperative working relationships with external agencies and business partners.
• Conform with and abide by all regulations, policies, work procedures, and instructions.
• Foster a productive work environment.
• Participate in and support the organizational strategic plan through alignment of divisional initiatives and projects to support the realization of the strategy.
• Communicate with coworkers, management, staff, the general public, and others in a courteous and professional manner.
• Must be able to travel to other work locations.
• Perform same sex marriage ceremonies.

Minimum Qualifications

Required:
• Bachelors preferred; a minimum of six years of progressive leadership experience or an equivalent combination of education, training and experience of more complex and challenging assignments. 

Knowledge
• 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.
• Knowledge of business and administrative principles and how business works such as planning, resource allocation, management techniques, coordination of people and resources and any information that affects the organization.
• Knowledge of principles and procedures for talent management such as such as interviewing, hiring, onboarding, employee relations, and performance management.
• Knowledge of the court system, statutes, administrative orders, court procedures and regulations to ensure the proper interpretation and application of the laws (preferred).
• Knowledge of the Clerk of Courts organizational operational policies, processes and procedures. (preferred)

Skills
• Skilled at an intermediate level in using Microsoft Office (Word, Excel, Outlook, PowerPoint); skilled in typing 25-40 words per minute.
• Skilled in operating computers, office machines such as calculator, printer, phones, fax, scanner, copier, cash handling machine etc.
• Skilled in Odyssey to manage and track case information utilizing the workflow queues. (preferred)
• Skilled in Munis (Self-Service and Live) to manage time and attendance, expense and scheduling management. (preferred)
• Skilled in HRSmart/Deltek to manage performance, learning and career development. (preferred)
• Skilled in effectively communicating in a variety of settings.
• Skilled in analyzing information and use logic to address work-related issues and problems.

Abilities
• The ability to express ideas, thoughts, and concepts clearly in writing; documents have correct and appropriate organization, structure, and format; uses correct and appropriate grammar, language, terminology, tone and style; uses a variety of communication modes appropriate to the situation.
• The ability to verbally communicate information and ideas so others understand.
• The ability to understand written text in English such as general instructions, email messages, letters from customers and work related documents etc.
• The ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Physical Requirements
• Standing - Occasionally
• Walking - Occasionally
• Sitting - Frequently
• Hearing - Frequently
• Speaking - Frequently
• Carrying - Occasionally
• Pushing - Occasionally
• Lifting - Occasionally
• Pulling - Never
• Climbing - Never
• Balancing - Never
• Stooping - Occasionally
• Kneeling - Occasionally
• Crouching - Never
• Reaching - Frequently
• Driving - Occasionally
• Vision - Continuously