Supervisor - Civil Records

Department: Civil Records

County or State Funded : State

Exempt or Non-exempt : Non-exempt

Pay Grade : 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. 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 of circuit court and 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 :

This position may be directly responsible for the supervision of apprentice court clerk, court clerk, and senior court clerk staff assigned to the unit.

Characteristic and Assigned Duties : ( The following duties are representative of the position and do not include all duties which may be performed.)

• 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.
• Contacts attorneys and other court personnel to resolve technical discrepancies with court filings.
• May assign, direct, supervise, and coordinate the work of the personnel of the office and may participate in the hiring process of such personnel.
• May assist in preparing the court budget and answer procedural questions for staff.
• May coordinate, supervise, or deliver training on procedural and/or technical matters.
• May serve as a lead on the 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.
• 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.
• Assist with on-the-job training for new staff .
• Interacts with the public in a timely and courteous manner.
• Creates and processes copies of official legal documents.
• Assist appointing authorities or managers in the administration of time and attendance of employees, and the distribution of workloads.
• Performs other duties as required.

Specific Examples Of Work:

• Supervise (6) six employees.
• Oversee the initiation process of all associate, circuit and small claim cases filed with civil records.
• Create, review, and update procedures.
• Complete various weekly/monthly reports.
• Maintain personnel records.
• Create, review, and update scheduling calendars.
• Dockets and weekly work schedule require 3 days per week in the Kansas City office, and 2 days per week in the Independence office.

Knowledge, Skills, and Abilities : (This job description does not include specific physical requirements necessary to perform the job, such as, carrying, standing and lifting. Such requirements vary from position to position and may be determined by the appointing authority.)

• 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: (Equivalent combination of relevant education and experience may be substituted on a year-for-year, basis provided a high school diploma or GED has been obtained.)

High school diploma or recognized equivalent; three years of varied administrative experience performing a wide range of technical 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.

Approved Forms : N/A

EMPLOYEES MAY BE EXPOSED TO : Evidence and testimony that may be disturbing, such as photographs of violent scenes and victims and 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