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Legal Records Supervisor

Employer
Fairfax County Government
Location
Fairfax, Virginia
Salary
$49,526.46 - $82,543.97 Annually
Closing date
Jul 16, 2022

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Industry
Law
Function
Administrative, Management
Hours
Full Time
Career Level
Experienced (Non-Manager)
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Job Details

Job Announcement

Supervises and manages assigned staff in the Land Records Division. Coordinates activities of land records recording, recordation verification, recordation tax assessment, and recordation of judgments (post remedial measures) via e-filing. Duties include:

  • Responsible for scheduling 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, redesign workflow, re-distribute workload, or plans supplemental staff resource based on real estate market seasonal volumes, and 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 docketing judgments, and complex real estate transactions.

Note: The hourly rate offer will not exceed the midpoint (or $31.74) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

Illustrative Duties

(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.


Required Knowledge Skills and Abilities

(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.


Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, 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:
Not applicable.

PREFERRED QUALIFICATIONS:
  • Associates degree
  • Four or more years of court and/or legal experience
  • Excellent customer service skills
  • Ability to work in a team environment
  • Experience processing financial transactions.
  • Excellent oral and written communication skills.
  • Attention to detail.
  • Ability to multitask and work with limited direction to address identified objectives.
  • Excellent organizational skills.
  • Experience using Court Case Management systems, Scanning and Imaging software; Adobe Acrobat; and Microsoft Office Suite (especially Word and Outlook).

NECESSARY SPECIAL REQUIREMENTS:
  • All newly hired employees will complete an attestation online related to their vaccination status against COVID-19 or a medical or religious exemption (forms provided by the agency) on their first date of employment or shortly thereafter. Employees who are not vaccinated, including persons with a medical or religious exemption, may be subject to a weekly testing requirement.
  • The appointee to the position is required to complete a criminal background check.

PHYSICAL REQUIREMENTS:
Duties are generally sedentary. Must be able to lift boxes and push a cart weighing up to 20 pounds. Must be able to enter and retrieve data from a computer. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.

Company

Fairfax County, Virginia is a diverse and thriving urban county. As the most populous jurisdiction in both Virginia and the Washington metropolitan area, the County's population exceeds that of seven states. The median household income of Fairfax County is one of the highest in the nation and over half of its adult residents have four-year college degrees or more educational attainment. Fairfax County also is home to an extensive commercial office market and is a major employment center.

Fairfax County Government is a great place to work, with a variety of jobs in different fields, great benefits, and an enjoyable working environment. We serve nearly one million residents in one of the largest counties in the country. Our talented employees have established Fairfax County as a leader in nearly every facet of public service and have won national recognition as innovators in local government.The size of Fairfax County government and the diversity of services it provides to citizens allows opportunities for personal growth and development, without ever having to change employers. In addition to pay, Fairfax County Government provides an employee benefits package worth approximately 25% of your salary in additional compensation. This package of benefits consists of programs designed to protect you and your family during your employment with the county and into your retirement years.


BENEFITS INCLUDE:
Health Insurance
Dental Insurance
Group Term Life Insurance
Contributory Retirement Plan
Deferred Compensation
Flexible Spending Account Programs
Long Term Disability Insurance
Long Term Care Plan
Tuition Assistance Program
Employees' Child Care Center
Virginia College Savings Plans

Fairfax County's Application Process: Fairfax County uses an online application process called NEOGOV at www.fairfaxcounty.gov/jobsfor nearly all positions.

Applicants who need assistance with the online application process are welcome to come to the Application Center at Fairfax County's HR Central where staff will be happy to work with you to establish an account and get your resume into the system. HR Central is located in the Government Center at 12000 Government Center Parkway, Suite 270, Fairfax, VA, and is open Monday through Friday, 8:00 a.m. to 4:30 p.m. Or call 703-222-5872 for more information.

For more information on applying, please click here - https://www.governmentjobs.com/home/applicationguide.

Company info
Website
Location
12000 Government Center Parkway
Suite 270
 Fairfax
VA
22035-0034
US
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