Court Services Manager

Job description

GENERAL DESCRIPTION OF POSITION

The Court Services Manager oversees the daily operations within the court services division, planning and organizing activities while providing direction and support to the team to meet the objectives and mission of the Clerk of the Circuit Court and Comptroller.

This role is key in fostering a cohesive team environment, ensuring customer and stakeholder needs are met, and developing talent within the organization to identify new leadership and build cross-training strength for continued operations.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties.

The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• Monitor and manage the timely processing of court cases, ensuring that all deadlines are met in compliance with state and federal regulations.
  
  Develop and implement workflows to optimize efficiency and reduce delays in court operations.
• Oversee the preparation, accuracy, and submission of required reports.
  
  This includes, but is not limited to, compiling data on case volumes, court performance metrics, and compliance with legal, budgetary or office standards.
  
  Ensure that reports are submitted within mandated timeframes.
• Mentor deputy clerks in their personal and professional growth; monitor and advise on progress to enhance professional development.
• Encourage a leader/leader philosophy to promote the empowerment of staff at all levels.
• Identify and nurture potential leaders within the team.
• Promote cross-training to build a versatile and capable workforce.
• Oversee departmental coverage and the dependability of each staff member.
• Review and approve timecards for payroll processing.
• Assist in handling difficult or complex problems and resolving escalated complaints or disputes.
• Supervise deputy clerks to ensure adherence to quality standards and proper procedures, correcting errors or problems.
• Objectively evaluate the performance of each staff member.
• Perform difficult duties within the assigned area of responsibility, including preparing and administering departmental disciplinary procedures.
• Oversee functions within the department to ensure adherence to Florida Statutes, Administrative Orders, and other applicable laws or rules.
• Gather and organize information on problems or procedures, analyze internal processes, document findings, and prepare recommendations for implementing new procedures or policy changes to improve operations.
• Review, prepare, and submit statistical data for direct areas of supervision, including quality and quantity of production.
• Monitor work activities and provide solutions for improvement.
• In partnership with the director, review Administrative Orders, Supreme Court orders, and other CCOC or FCCC directives and best practices to develop and implement new processes or rules to ensure compliance.
• Communicate timely, accurate, and complete information to the director or chief deputy regarding issues within the assigned area of responsibility.
• Review applications and conduct interviews of applicants to obtain information on work history, training, education, and job skills for open positions within the area of assigned responsibility.
• Coordinate new hire training and facilitate frequent, repetitive training meetings with trainer and trainee together.
• Maintain current knowledge of employment law, such as Equal Employment Opportunity (EEO) and affirmative action guidelines and laws, and the Americans with Disabilities Act (ADA).
• Partner with staff to develop and implement new procedures and features to enhance the workflow of the department.
• Assist within the department as needed.
• Collaborate with other leadership to support and carry out overall organizational goals, including mission, vision, and values.
• Evaluate training needs within the division and facilitate appropriate training as required.
• Provide input for annual budget recommendations to fund operations and increase efficiency.
• Approve expenditures for assigned areas of responsibility.
• Conduct research on and refer to statutes, rules, and Administrative Orders to ensure accurate processes and answer complex questions.
• Build and maintain positive relationships with the judiciary and other stakeholders to ensure timely communication and efficiency for court purposes.

QUALIFICATIONS

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position.

Related work experience may not substitute for any required licensure, certification, or registration required for the position.

Substitution of postsecondary educational requirements is authorized as follows:

• Associate's degree in public administration, business administration, or related field.
  
  
• Two (2) years of supervisory experience

or

• High school diploma
• Current employment with four (4) years of demonstrated knowledge and proficiency in an area of operations relevant to the position

Federal and state laws require an employer to attest in writing that all deputy clerks are legally authorized
to work in the United States.

The Clerk is required to comply with E-Verify and Department of Revenue
reporting requirements.

Deputy clerks are required to complete an I-9 form and produce documents
establishing both employment authorization and identity.

The list of acceptable documents can be located
at - .

The Clerk utilizes the Florida Department of Law Enforcement (FDLE) FCIC/NCIC network and other
resources to conduct background checks on applicants selected as potential new hires.

Deputy clerks
are required to submit verification of identity and undergo LiveScan fingerprinting prior to their first day of
employment.

Fingerprints will be submitted to National Rap Back and are retained at FDLE and the
Federal Bureau of Investigations (FBI) for the purpose of providing notice of any subsequent
modifications to a deputy clerk's criminal history records.

Fingerprints are retained for the duration of the
deputy clerk's employment.

The Clerk will no longer have access to records upon separation of
employment.

Deputy clerks are required to report any incident involving an arrest or notice to appear for any criminal
charge against themselves as soon as practically possible.

Employability and continued employment of
a deputy clerk who has a criminal record is decided on a case-by-case basis.

Per the FBI's CJIS Security
Policy (Section 5.12.1) and the FDLE Criminal Justice User Agreement (Section III), agencies are
required to properly vet individuals prior to granting access to unencrypted CJI or to physically secure
areas where CJI is handled, processed, or stored.

Records are subject to CJIS Access Review by FDLE.

The Clerk of the Circuit Court and Comptroller's office (Clerk) is a Drug-Free Workplace.

This policy is
established pursuant to the drug-free workplace program under Fla.

Stat.

§440.101-102.

During the
course of employment, all deputy clerks may be required to submit to a drug test(s) to detect the presence
or absence of any drug, including alcohol, or its metabolites which, by way of this policy, are prohibited.
The reasons for tests conducted include, reasonable suspicion, follow-up testing, post-injury/accident
testing, and negative dilute retests.

Required Skill Profession

Information And Record Clerks