Legal Records Supervisor

Under supervision of the judicial support manager in the Judicial Support Division, serves as the supervisor of the trial docket team, and provides executive level administrative support to fifteen Circuit Court judges and fifteen full-time judicial law clerks.

Updates case management system to reflect current case status, trial date information, judge assignments, and judges leave. Monitors the terms of appointment for various judicial appointments made by the chief judge of circuit court. Maintains a thorough knowledge of the code of Virginia as it pertains to judicial appointments. Resolves unusual or difficult problems referred by staff. Plan and execute special events held at the courthouse. Types draft and final versions of legal documents and correspondence. Establishes briefing schedule and schedules hearing dates for administrative appeals and grievance cases. Maintains a thorough knowledge of the Virginia administrative process act of the code of Virginia. Maintains inventory and orders office supplies for the judges, judicial support staff and courtroom administration staff. Updates the code of Virginia and various legal publications. Assists attorneys and the public to determine what type of business they have with the Circuit Court and directs them to the appropriate areas of the court. Sorts, screens and distributes incoming mail. Serves as back-up to the Judicial Support Division Manager.

(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.

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.
• Four or more years of experience working in a federal or state trial court or other legal environment.
• Four or more years providing executive level support to high level executives.
• Experience in training and supervising staff.
• Experience in managing confidential court records or confidential public records.
• General administrative support experience.
• Customer service experience.
• Organizational and leadership skills.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Ability and experience interacting with co-workers and in a team environment.
• Experience in the use of Microsoft Office computer software, especially Word, Excel, and Outlook.