Legal Records Supervisor

Location
Fairfax, Virginia
Salary
$49,526.46 - $82,543.97 Annually
Posted
Jul 02, 2022
Closes
Jul 16, 2022
Ref
22-01890
Industry
Law
Hours
Full Time
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.

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