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HomeMy WebLinkAboutChief Deputy/Office Supervisor - Clerk JEFFERSON COUNTY JOB DESCRIPTION Position: Chief Deputy/Office Supervisor- Clerk Department: County Clerk's Office Annual Hours Worked: 2080 Exempt Salary System: Grade 17 FLSA: Exempt- Administrative UNION: Exempt Approved By: Human Resources Manager ( -Nf. � �r 2- Approved: March 2018 v ` (J 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsible to the elected County Clerk for organizing, planning, managing, and directing all activities of the offices of the County Clerk. Oversees other clerical workers involved in the daily operations of the office. Assists the County Clerk in the development and administration of systems, methods, and procedures to efficiently operate the department and assists the elected County Clerk with the day-to-day operating functions of the office. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion, within the scope of policy and regulations, in the routine performance of their duties; supervision and guidance are received from the elected County Clerk. Makes decisions in the absence of the Clerk. 3.0 SUPERVISION EXERCISED 3.1 Persons in this position supervise employees and clerk hire positions, as needed, in the County Clerk's Office. Carries out supervisory responsibilities in accordance with the organizations'policies and applicable laws. Responsibilities include interviewing, making recommendations on hiring,training employees or supervising training, planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES 4.1 Coordinates, develops and maintains complete set of specialized accounting records for Registry of the Court. Responsible for all accounting functions including balancing, and reconciliation of accounts; preparing and justifying numerous accounting reports. Oversees implementation of all specialized computer changes. Liaison with State agencies. 4.2 Oversees implementation of all specialized computer changes; responsible for program support and technical advice. Aids the elected County Clerk in developing and implementing long range departmental programs and processes in compliance with the goals and objectives of the Clerk. Liaison with State agencies when directed by Clerk; Jefferson County Job Description: Clerk's Office-Chief Deputy/Office Supervisor Page 2 of 4 represents the elected Clerk at meetings with other County departments and/or agencies as directed. 4.3 Provides back-up for the following positions in the office: County Clerk; Senior Court Clerk II- accounting/Collections; and Courtroom Clerk. 4.4 Assists in developing,justifying and administering the Clerk's department budget in conjunction with the County Clerk. Oversees overall financial record keeping for the department. Approves payroll, requisitions, and purchase orders in accordance with budget and established County procedures. Complies detailed reports for elected Clerk. 4.5 Assists in supervising all payroll and personnel record management for department. Counsels employees on personnel matters; oversees and assists the Court Clerks of lower classification in maintaining proper records of the presence of jurors. 4.6 Responds to telephone and counter inquiries and requests, delegating the routine tasks to other clerks and resolving the more complicated, sensitive or conflict matters; researches, prepares and composes letters, reports, notifications, documents, memos and other materials of an important or confidential nature on own initiative or from brief instructions or notes; may involve preparation of technical documents. 4.7 Assists in supervising other clerks in performing duties of official electronic court reporter in the absence of the elected Clerk. Operates recording devises; maintains official logs and minutes; transcribes opinions, reports data and other pertinent information. 4.8 Issues legal documents such as writs, orders, summons, subpoenas, bench warrants, etc. Assures of proper legal format, terminology, and procedural accuracy. 4.9 Meets with the County Clerk on an "as needed" basis to monitor work priorities, and special needs within the office to be sure all regulations are being followed. Aid and monitor employee replies to the public to be sure they follow the intent of the law. Recommends new or changes to existing internal procedures; maintain effective working relationship with elected and appointed officials. 4.10 Prepares statistical information to compile reports and to assist the Clerk in compiling reports. Uses complex Query processes to assist in compiling data; researches law, investigates facts and prepares documents to assist the elected Clerk or her deputies in area of assignment; serves on various committees both internal and external to the County. 4.11 Performs other tasks as directed. 5.0 REQUIRED KNOWLEDGE AND ABILITIES 5.1 Ability to read, analyze, and interpret general business periodicals,professional journals, technical procedures, or governmental regulations. Ability to write reports, business Jefferson County Job Description: Clerk's Office-Chief Deputy/Office Supervisor Page 3 of 4 correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. 5.2 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 5.3 Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 5.4 Comprehensive knowledge of theprinciples, methods,technicalities, systems, p g practices, accounting systems, equipment and procedures used in work of a legal nature. 5.5 Knowledge of the judicial process as it applies to administration, recording, and documentation of processes and procedures. 5.6 Ability to plan, organize, delegate and direct the work of clerical positions in Department. Ability and initiative to develop, implement, improve and install clerical procedures, systems, etc. 5.7 Ability to develop and maintain harmonious relations within the department, with other County employees, officials and agencies, as well as the general public who are frequently less than cooperative or who are in varying degrees of crisis. 5.8 Ability to use a typewriter, computer terminal, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. 5.9 Demonstrated supervisory and managerial experience. Implement and maintain sound organizational practices. 5.10 Maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and budgets. Independent and self-motivated to complete required deadlines while simultaneously completing other tasks. 5.11 While performing the duties of this job,the employee is regularly required to stand, walk, sit, talk or hear and to reach with hands and arms. The employee frequently is required to use hands to finger, handle or feel objects. The employee is occasionally required to climb or balance, and to stoop, kneel, crouch or crawl. 5.12 Good health, and good physical condition, appropriate to the position. The employee must occasionally lift and/or move up to 10 pounds. Specific vision requirements include: close, distance and color vision; the ability to adjust focus and the ability to read small print. Jefferson County Job Description: Clerk's Office-Chief Deputy/Office Supervisor Page 4 of 4 6.0 MINIMUM QUALIFICATIONS 6.1 Associate's degree (A.A.) or equivalent from two-year college or technical school in accounting, legal, or general business field; or five (5) years of related experience and/or training in legal, accounting or general business curriculum including or supplemented by a minimum of five (5) years' experience in progressively responsible Court positions, including one year of supervisory or lead experience; or equivalent combination of education and experience. 6.2 A valid Washington State Driver's License. 7.0 DESIRABLE QUALIFICATIONS AND ABILITIES 7.1 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance, and improvement. 7.2 Familiarity with tools, instruments, equipment and techniques commonly used in the performance of related tasks. 7.3 Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner. 7.4 Understands the need for maintaining confidentiality of sensitive information. 7.5 Training and/or experience in technical, specialized JASS court accounting system and SCOMIS data system. 7.6 Assure efficient and effective utilization of volunteers and department personnel, funds, materials, facilities, and time. 8.0 WORK ENVIRONMENT 8.1 The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.