Civil Case Processing Supervisor (legal Records Supervisor)

Fairfax, Virginia
$47,145.49 - $78,575.74 Annually
Apr 03, 2021
Apr 17, 2021
Full Time
Job Announcement

Serves as the Supervisor of the Civil Case Processing Section of the Fairfax Circuit Court. This position has operation and management oversight over several case-types in the Virginia Civil Litigation to include expungements, contract disputes, medical/ malpractice, legal malpractice, personal injury (and all cases sounding in tort), defamation, adoptions, divorces, concealed weapons permits, eminent domain cases, as well as manages complex class action litigation filed in the Circuit Court of Fairfax.
  • Assigns and reviews the completed work of 11 staff to ensure timely and precise compliance with Code of Virginia time-standards and the Rules of the Virginia Supreme Court.
  • Authors and revises internal and external procedural guides for Civil Practice in Virginia’s largest trial court.
  • Resolves unusual or difficult problems referred by staff, including customer-service issues unique to a court environment.
  • Oversees the civil staff assigned to process the highly-confidential case-types such as Adoptions, Expungements, Concealed Weapons Permits, and Appeals from the Juvenile & Domestic Relations District Court.
  • Briefs colleagues, superiors, and community members about changes to civil practice in Fairfax Circuit Court. Communicates regularly with inter-agency partners, and sister-agencies to craft multi-agency plans to best manage Civil Litigation workload, based on changes to business practices set by Rules of Court, or due to Legislative Changes.
  • Interviews, selects, and trains new employees for the Civil Case Processing Department, setting clear expectations of on-boarding staff, as well as offering coaching and educational support to existing Deputy Clerks and on-boarding staff.
  • Schedules workhours, assigns caseload and counter-shifts, and approves time and attendance.
  • Prepares performance evaluations and is responsible for coaching, developing, educating, staff. Works with the Legal Records Services Manager to establish progressive discipline and corrective action/education for staff, if necessary.

Illustrative Duties

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 high school graduation;
Plus four years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

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. 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.

The appointee to the position must satisfactorily complete a criminal background check.

  • Requires ability to lift boxes, files and push a cart weighing up to 20lbs.
  • Ability to input and retrieve data from a computer.
  • Must be able to type at least 30 WPM 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 may be performed with or without reasonable accommodations.
Panel interview; may include exercise.

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 status as a veteran 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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