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Civil Intake Supervisor (legal Records Supervisor)

Fairfax County Government
Fairfax, Virginia
$52,220.69 - $87,034.27 Annually
Closing date
Dec 2, 2023

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Administrative, Management
Full Time
Career Level
Experienced (Non-Manager)

Job Details

Job Announcement

Serves as the supervisor of the Civil Intake Section. Assigns and reviews the complete work of administrative staff to ensure proper compliance with legal and administrative requirements. Resolves unusual or difficult problems referred by the staff. Maintains a thorough knowledge of the Code of Virginia as it pertains to the intake of civil cases. Interviews, selects and trains new employees. Schedules work, approves time and attendance, and prepares performance evaluations. Responsible for the coaching, development, and discipline of staff.

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

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.

The appointee to the position will be required to complete a criminal background check to the satisfaction of the employer.

  • Experience working in a federal or state trial court or other legal environment.
  • Experience in managing confidential court records or confidential public records.
  • Paralegal Certificate or other Paralegal Experience is preferred.
  • Customer service experience.
  • Cashiering experience.
  • Organizational and leadership skills.
  • Excellent oral and written communication skills.
  • Experience in training and supervising staff.
  • Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
  • Experience using Microsoft Office software (Word, Excel, and Outlook), and FOCUS.

  • Requires ability to lift boxes, files and push a cart weighing up to 20 pounds.
  • Ability to input and retrieve data from a computer.
  • Copy and scan court documents.
  • Must be able to type at least 30 words per minute due to high volume of documents.
  • Must be able to sit at a desk or on a counter stool or stand for long periods of time.
  • Ability to communicate verbally and in writing.
  • All duties performed with or without reasonable accommodations.

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.
Requisition 23-03330


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.

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 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 -

Company info
12000 Government Center Parkway
Suite 270

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