Division Supervisor II (#060) Internal Judicial Branch Employees Only

Division Supervisor II

State Of Maine Judicial Branch

Location: Cumberland County Courthouse, Portland

The State of Maine Judicial Branch welcomes motivated team members to join us in serving the communities of Maine within the court system. The Judicial Branch plays a very important role in our communities by providing a safe, accessible, efficient, and impartial system of dispute resolution. Judicial Branch employees all support this mission, in their various roles. We have 31 courts across the state and process over 130,000 cases each year in support of Maine's almost 1.4 million residents.

This position is for internal Judicial Branch candidates only.

The Job:

This is highly responsible managerial, clerical, and administrative work in a consolidated Superior Court/District Court Clerk's Office assuming responsibility for the operations in one of three areas: (1) a consolidated Criminal Division, (2) a consolidated Civil Division, and/or (3) a Family Division. The Division Supervisor coordinates and supervises all activities within the Division and is accountable for all facets of its operation (operational planning, caseload management, employee training and supervision, problem solving, complaint handling, etc.). The incumbent serves as the primary contact with judges, employees, attorneys, and the public, and ensures that all staff utilizes appropriate customer service skills.

The Division Supervisor, under the direction of the Clerk of Court, is responsible for unifying the Superior Court and District Court caseloads, as appropriate. The Division Supervisor will be required to successfully merge two separate staffs while building effective working relationships through teamwork. The Division Supervisor may act as the Clerk of Court in the absence of the Clerk of Court.

Division Supervisors have progressively more complex management responsibilities due to the higher volume of cases, trials, employees, judges, and courtrooms, and are classified at higher grade levels accordingly. Classification and grade are determined by caseload volume and supervisory responsibilities.

Salary Range:

Grade 15, $31.90 to $43.21 per hour.

What We Offer:

• Work-life balance: 13 paid holidays, 2+ weeks of vacation leave, and 12 paid sick days every year.
• Paid Parental Leave: 4 weeks
• Gym membership and childcare reimbursement programs
• Public Service Student Loan Forgiveness Program
• Health insurance coverage (85%-100% employer-paid for employee-only plan)
• Health insurance premium credit (5% decrease in employee premiums)
• Dental insurance (100% employer-paid for employee-only plan)
• Health and dependent care flexible spending accounts
• Defined Benefit Pension plan contributions
• Voluntary deferred compensation (retirement savings 457 Plan)
• Up to $1000 Tuition Reimbursement each year
• Employer-paid life insurance (1x annual salary)
• Additional wellness benefits

Responsibilities:

• Responsible for planning, analyzing, and organizing the work of the Division.
• Hires and disciplines employees in consultation with the Clerk of Court.
• Supervises, trains, evaluates, and disciplines employees.
• Assigns, reviews, and evaluates work.
• Maintains a working knowledge of Human Resources Manual.
• Ensures staff provides courteous, professional assistance and maintains effective working relationships with all who interact with the Division.
• Handles complaints from both internal and external sources.
• Communicates with justices, judges, prosecutors, defense attorneys, self-represented litigants, and the public.
• Assesses health and safety needs of staff.
• Supervises and/or accurately performs any or all of the following: docketing, case processing, and filing of matters before the Court.
• Calendars pre-trial activities, trials, motions, and other proceedings.
• Handles and processes fines, fees, costs, bail, and other funds paid to or through the Court and maintains books, ledgers and accounts as necessary.
• Oversees jury management activities, as appropriate.
• Issues, maintains, and recalls warrants of arrest, and reconciles warrant listing with repository listing, as appropriate.
• Prepares abstracts and reports for the Administrative Office of the Courts, Secretary of State, State Bureau of Investigation and other agencies, as directed.
• Answers inquiries in person and over the telephone from the public, judges/justices, attorneys, and other state and federal agencies concerning matters before the Court.
• Oversees operation of electronic recording machines, maintains appropriate logs, and performs duties ancillary to recording.
• Oversees operation of courtroom clerks and/or serves as courtroom clerk, including performing duties as required by the judge/justice.
• Ensures compliance with records retention schedule.

We're Looking For:

• Three years responsible experience in case processing and three years supervisory/managerial experience. This experience may be concurrent.
• Associate's degree in criminal justice, public administration, or related field or Clerk's Certification.
• Note: Equivalent combinations of education and experience will be considered for the above qualifications and may be substituted for the degree requirement on a year-for-year basis.
• Excellent oral and written communication skills.
• Knowledge of court procedures as they relate to caseload management.
• Knowledge and experience with processes used by the District Court and Superior Court relating to the processing of Division cases.
• Experience and/or training in the fundamentals of teamwork and the ability to successfully merge two divisions and two caseloads.
• Proven strong customer service focus.
• Supervisory experience in an office setting or relevant supervisory training.
• Experience in the planning, assignment, and supervision of the work of subordinate employees in an effective and positive manner.
• Experience in hiring, evaluating, and disciplining employees.
• Ability to train employees and to ensure appropriate cross-training.
• Knowledge of the principles of progressive discipline.
• Ability to accurately type or keyboard at least 45 words per minute.
• Ability to interact effectively with the public, other court staff, judges, and attorneys in a variety of situations and circumstances.
• Ability to understand and follow oral and written instructions.
• Strong spelling, grammatical, and writing skills.
• Strong skills in mathematical and accounting functions, and the ability to accurately receive and distribute funds.
• Ability to analyze office workflow, troubleshoot, and implement changes.
• Excellent interpersonal and problem-solving skills.
• Knowledge of administrative and clerical procedures governing clerks' offices, including the Clerks' Manual, as well as Judicial Branch policies and procedures.
• Knowledge of and ability to understand court procedures, legal documents, and laws pertaining to the court system.
• Ability to effectively explain and enforce Judicial Branch policies and procedures.
• Knowledge and experience using MEJIS.
• Ability to learn detailed computer applications.
• Skill in the use and care of various office equipment, including but not limited to typewriters, computers, calculators, copy machines, fax machines, cash drawers, and credit card readers.

How to Apply:

This position will remain open until filled. Cover letter, resume, and online application must be submitted online.