Legal Records Supervisor

Job Announcement

Serves as the supervisor of the Criminal Financial Processing Section of the Circuit Court. Plans, assigns and reviews the work of staff engaging in the financial aspects of criminal records, such as processing criminal fines, costs and restitution payments for felony and misdemeanor convictions. Ensures timely case processing and proper compliance with Code of Virginia, the Rules of the Virginia Supreme Court, and Court’s operating policies and procedures.

Resolves complex case and customer service issues referred by staff. Keeps abreast of the Code of Virginia, the latest legislative changes and their impact on Criminal Financial Division processes. Interviews, selects, and trains new employees for the Criminal Financial Processing Section. Establishes goals, sets clear expectations and performance standards for new and existing staff. Distributes workload, assigns front-counter schedules. Approves staff Time and Attendance. Prepares performance evaluations and is responsible for coaching and developing staff. Works with the division manager to conduct disciplinary action when necessary. Performs other duties as assigned.

Note: Physical presence at the worksite location during scheduled hours of work is required for this position.

Salary: The selected applicant's starting hourly rate will be in the minimum to midpoint range ($23.8108 to $31.7475) 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 the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
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.

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 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.
• Two or more years of experience in training and supervising staff, including participating in the hiring process, completing performance evaluations, and performing coaching, counseling or disciplinary actions for staff.
• Knowledge of the Code of Virginia and regulations in relevant areas.
• At least two years of e xperience managing confidential court records or confidential public records.
• Previous experience in customer-service and cashiering.
• Demonstrated organizational and leadership skills.
• Excellent oral and written communication skills.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Experience and proficiency in the use of Microsoft Office computer software, especially Word, Excel, and Outlook.

PHYSICAL REQUIREMENTS:
Ability to lift up to 20 pounds. Ability to input, access, and retrieve information from a computer. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical exercise.

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.