Supervisor, Court Clerk - Civil Process

Job description

Department: Civil Process County or State Funded: County Exempt or Non-exempt: Non-exempt Paygrade: C-113 Salary pay range: $25.26 - $31.57 hourly Basic Function and Responsibility : Supervise staff responsible for preparation and processing of delinquent land tax and levies ensure cases are processed in compliance with Supreme Court Rules and court and department operational rules. Monitor & performs activities related to delinquent land tax and levies which includes a variety of technical and data entry. Provide information and respond to questions, issues, and problems. Attend meetings, and training. Appointing Authority and Supervision Received : The deputy court administrator of circuit court is the appointing authority. The court clerk supervisor receives direct supervision by the director of the department. Supervision Exercised : This position is directly responsible for the supervision of the delinquent land tax clerk assigned to the department. May exercise supervision of other clerical staff within the department. Characteristic and Assigned Duties : ( The following duties are representative of the position and do not include all duties which may be performed.) Process real estate levies, prepare notices for recording with the Recorder of Deeds, draft letters to relevant parties and publications for the newspaper. Prepare all documents related to sales and deeds, including check requests and collect and receipt payments. Effectuate the sale at the Kansas City Courthouse. Review legal documents for necessary information required for filing; determines processing required and takes necessary action in accordance with court rules requiring a detailed knowledge of applicable terminology, rules, and procedures. Utilize a good working knowledge of applicable state laws pertaining to process levies and DLT as well as, supreme court rules, court operating rules, and the court polices to assist staff in making appropriate decisions and/or notify the director, if clarification is needed, or when issues need to be brought to the attention of management. Monitor staff’s productivity, adherence to laws, court policies, and department standard operating procedures, and address concerns or issues as soon as possible. Conduct monthly meetings, maintaining notes, performance evaluations, constructive feedback, mentorship, and disciplinary action when necessary. Respond and handle escalated telephone calls, emails, and other communications, including meeting with the public in person relating to questions or concerns regarding sunshine requests, inquiries, levy and DLT concerns and complaints from other departments, the public and attorneys. Assist with answering questions, processing deposits, and the administration of the delinquent tax sale. Review, match and approve check balances of cashier sessions for accuracy before deposits. Assist civil process staff in routing, processing, assigning cases to field staff, and ensuring timely entries are made into the judicial information system, both directly and indirectly. Work cooperatively with other departments and outside agencies as necessary. Contacts attorneys and other court personnel to resolve technical discrepancies with court filings. May assign, direct, supervise, and coordinate the work of personnel of the office and may participate in the hiring process of such personnel. May serve as a lead on implementation of new technology, court procedures and other projects. Ability to maintain varied and complex records and prepare reports from these records. Develop, prepare, and review a variety of routine and non-routine reports, spreadsheets, narratives, and other documents for the department. Ability to recognize, investigate, and analyze a variety of administrative problems and devise effective solutions. Ability to organize and prioritize a variety of demands on time. Perform other clerical and administrative duties as required. Recognize, initiate the appropriate paperwork, and notify management when dealing with employment law issues (Worker’s Compensation, Harassment, ADA, Retaliation, FMLA, etcetera), performance issues, internal investigations, hiring processes, other issues involving concerns with the staff and/or with another department, and incidents required to be reported by the Serious Incident Reporting policy. Perform other duties as required. Knowledge, Skills, and Abilities : Knowledge of court procedures and policies, legal documents, laws and legal terminology pertaining to civil process. Knowledge of modern office practices/procedures and skill in operation of standard office equipment. Ability to communicate effectively, clearly and concisely, both orally and in writing, and to prepare clear and concise reports, letters, memoranda, and other documents, which include those of a detailed and specific statistical nature. Ability to plan, assign and supervise the work of subordinate employees engaged in a variety of activities. Ability to establish and maintain effective relationships with co-workers, attorneys, litigants and the general public. Ability to work and relate in a positive fashion toward individuals from diverse backgrounds. Minimum Qualifications: High school graduate or equivalent plus four years of clerical experience, one of which must have been in a court or law related clerical setting. Necessary Special Requirement : All candidates selected for employment will be subject to background screenings as part of the hiring process. Certain positions may also require additional checks, including but not limited to education verification, child abuse and neglect clearances, drug screenings, and physical assessments, as applicable to the responsibilities of the role. EQUAL OPPORTUNITY EMPLOYER