Civil Division Supervisor

Full Job Description

The Clerk of the Circuit Court is a constitutional officer, and the duties of this office are mandated by the Code of Virginia. The Clerk's Office provides multiple statutory and local services for residents, business professionals, legal professionals, judges, public safety officials, a variety of state and local government agencies, and the towns of Loudoun County. The Clerk of the Circuit Court serves as the recorder of deeds and probate judge, issues marriage licenses and is the official court administrator for all civil and criminal court cases. In this latter capacity, the Clerk creates and maintains all court files and records, prepares court orders and jury lists, contacts jurors and issues summons and court processes.

Requirements

The Loudoun County Clerk of the Circuit Court is seeking a dedicated and highly skilled Civil Division Supervisor to work under the general direction of the designated manager. This position supervises operations and assigned staff; investigates and resolves employee disputes; trains new staff; ensures proper entering and auditing of data into the appropriate automated records systems; ensures staff provides positive customer service; emphasizes proper handling of paperwork; submits statistical reports; processes Subpoena Duces Tucums, expungements, and Freedom of Information Act (FOIA) requests; and annually destroys records per guidelines.

Primary Responsibilities:

• Supervises program resources; assesses program effectiveness, efficiency, outcomes, and quality; defines goals, objectives, and performance measures for programs; ensures services are provided within standards of applicable regulations, policies and procedures; and identifies opportunities to improve service delivery or documentation.
• Prepares reports and statistics regarding the Civil Section, accounts for service fees, cash funds, and receipts.

Supervises staff, manages staff performance in accordance with county and Human Resources policies.

Provides regular feedback, completes appraisals of performance, ensures staff adhere to all applicable policies and procedures of the department and of the county.

Ensure staff is trained and certifications are current.

Trains Records Office staff. Conducts and documents training with staff of the Records Office. Assists citizens and various legal professionals with transactions.

Handles complaints from customers presented in person, over the phone and in writing. Provides solutions to complex customer service issues pertaining to proper filings, fees, policies and procedures.

Addresses and responds to customer service surveys.

• Acts as liaison with the Circuit Court Judicial staff to ensure the docket needs of the judges are met.
• May perform other essential job functions specific to the position and department assignment.

Hiring salary is commensurate with experience.

Qualifications

Bachelor’s Degree in related field; two (2) years of records management or related experience; or equivalent combination of education and experience.

Prefer one (1) year of lead or supervisory experience.

Additional Information

Successful candidates will undergo background checks as required. Certified Virginia Master Deputy Clerk and Virginia Paralegal Certification are preferred. Continuing education as a Master Deputy Clerk (once certified) is required.