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Clerk Supervisor

Category: Classified/Excluded
Pay Grade: C23
Job Code: 19500

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

JOB SUMMARY

Performs highly responsible supervisory work involving complex administrative and legal knowledge with responsibility for assisting in directing all activities for the effective operation of the assigned department. Areas of assignment could be any of the departments under the Clerk of the Circuit Court. Employees in this class develop, update, and implement business processes and are responsible for training and developing staff. Work involves assisting the manager of the department in planning, assigning, and reviewing the work of a moderate to large sized staff. An employee in this classification identifies staffing requirements to meet workload needs and provides direct supervision over assigned clerk staff. Duties may also include responsibility for the performance of the underlying departmental activity and the processing and maintenance of related public records. Clerk Supervisors must effectively communicate and coordinate with members of the public, other Clerk office departments, other Appointing Authorities, and business partners. Individuals in this class are also responsible for administrative duties such as a variety of reports, payroll, and ensuring opportunities for advancement of staff under established career development plans. Independent work decisions are made based on experience and knowledge of departmental operation as well as laws, rules and regulations governing court related and/or public records.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Plans, assigns, monitors, and reviews the work of employees;
• Writes and discusses performance evaluations with team members multiple times each year, conducts and documents coaching and counseling sessions, issues counseling forms, performance improvement plans, and disciplinary documents, handles employee complaints and grievances, and assists with the hiring, termination, and promotion of staff;
• Establishes work schedules, places staff where needed, and monitors daily operations to ensure that maximum performance standards are met;
• Provides extensive written and oral communication with members of the public, other Clerk office departments, other Appointing Authorities, and business partners to resolve various issues; 
• Establishes goals and priorities for the work group throughout the day while striving to minimize time and costs, verifies the accuracy of employee work, and may fill in for staff as needed;
• May direct the collection, receipt and disbursement of monies through a computerized cash register, change fund, and/or a lock box operation;
• May assist in opening, closing, balancing, verifying cash, and preparing deposits;
• Provides information and services to the public, other Clerk office departments, other Appointing Authorities, and business partners by answering standard and complex questions following established business procedures, federal, state, and local rules, administrative orders, Florida Rules of Procedure, and Florida Statutes, in a courteous and efficient manner while demonstrating knowledge and patience;
• Attends or presents at conferences and public functions;
• Creates and updates business processes;
• Trains and manages the training of personnel in coordination with department management;
• May receive and accept for filing or recording, prepare, index, and certify various types of documents;
• May create and maintain pricing rate lists for County department use and inform the same on any updates to such pricing in compliance with business regulations, statutes, or rules;
• Prepares and processes team members’ timecards, responds to leave requests, creates departmental reports, and conducts other supervisory activities, as assigned;
• May work at other locations/departments to cover staff outages;
• Resolves complex matters;
• May be required to work weekends and holidays to assist staff, as needed;
• Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

Associate’s Degree in Business or Public Administration and/or 3 years’ experience in a position with leadership responsibility, 1 year of which should include supervisory or leadership experience preferably in the Clerk’s Office; or an equivalent combination of education, training and/or experience.  

Special Qualifications (May be required depending on area of assignment):

• Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• Other knowledge, skills, abilities, and credentials required for a specific position.

Knowledge, Skills and Abilities:

• Knowledge of laws, rules, and regulations as they relate to area of assigned responsibility;
• Knowledge of relevant terminology, grammar, and ability to follow verbal and written instructions;
• Knowledge of principles, practices and equipment used in office management, record keeping, and reporting;
• Knowledge of the responsibilities, rules, and role of the Clerk’s Office;
• Knowledge of procedures for preparing, examining, transferring, and maintaining documents;
• Skill in coaching, counseling, and assisting employees to overcome job matters or performance deficiencies;
• Ability to establish and maintain effective working relationships with employees, other agencies, departments, and the public;
• Ability to understand and resolve complex issues;
• Ability to express oneself clearly and concisely, verbally and in writing;
• Ability to write training procedures and materials;
• Ability to work in a fast-paced environment with frequent interruptions while maintaining speed and accuracy using a computer;
• Ability to respond to requests on short notice and the ability to manage multiple tasks and stringent deadlines are essential;
• Ability to maintain public relations in an effective, tactful, and courteous manner;
• Ability to reason analytically and organize facts; remember and apply complex rules, procedures, regulations, and other detailed information; follow complex oral and written instructions;
• Ability to organize a variety of concurrent tasks;
• Ability to identify employee needs and train and supervise the work of the team members;
• Ability to type accurately using a computer at a reasonable rate of speed and to maneuver around in the screens using a mouse.

PHYSICAL/MENTAL DEMANDS

This work requires exerting up to 55 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:

• Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized.
• Grasping: Applying pressure to an object with the fingers and palm.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual acuity: Have close visual acuity such as color differentiation, depth perception, and adequate field vision.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

WORKING CONDITIONS

Work is sometimes performed in an environment in which personal errors may lead to significant physical or mental consequences for the customer and co-workers including, but not limited to, warrants being issued or recalled, defendants being released from jail or incarceration, driving privileges being revoked, and other financial implications. Work is also performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.