Records Room Supervisor - Office of Judicial Records, Criminal Division

Position SummaryThis is supervisory work planning, assigning and coordinating the activities of a large clerical staff including Legal Clerks engaged in processing and maintaining legal papers and records.  Employees in this class schedule work assignments and ensure that required clerical services are performed expeditiously and efficiently.  Contact with attorneys, representatives of law enforcement agencies, and other interested parties to provide information regarding court cases and court procedures is a significant aspect of the work.  An employee in this class is responsible for independently managing a medium-sized unit and serving as an across-the-board assistant to a higher-level administrator. In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.Essential FunctionsThe following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.Plans work assignments for a medium court clerical staff engaged in providing certified and public court records to the general public and judicial partners. Develops policies, goals and objectives relating to a particular area of work.Develops policies, goals and objectives relating to record retention and destructionDevelops a comprehensive workplan identifying the files/documents to be retained (scanned) or destroyed.Directs, plans, assigns and supervises work of subordinate staff.Provides work direction and training to subordinate staff or interns.Review’s file inventory directs, plans, assigns, and supervises work of subordinate staff.Reviews work of subordinates for accuracy and completeness and evaluates employee performance.Interacts with judicial staff, attorneys, and outside organizations such as the media, Boards or Councils in an advisory role.Assists clients and general public in person and via telephone.Investigates complaints and issues from general public or other offices pertaining to the court record.Delegates routine situations to staff and responds directly to more complex situations or complaints.Prepares and collates weekly, monthly or annual reports and drafts correspondence.Utilizes personal computer and software applications for word processing, spreadsheet and database functions to prepare documents, spreadsheets and records.Plans, assigns, and reviews work of a medium-sized staff of employees engaged in carrying out a particular court function.Regularly reviews work procedures to insure efficient and expeditious process of work.Ability to carry records from the filing storage system to designated work areas. Moving file destruction bids to loading dock or shredderServes as an across-the-board assistant to a higher-level administrator; directs the activities of a segment of a major court function; develops procedures for the operation of the unit.Attends staff meeting and conferences.MARGINAL FUNCTIONSMaintains supply and equipment inventory for office and orders supplies as needed.Performs related work as required.​​​​​​​ENVIRONMENTAL CONDITIONSStandard office conditions.In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.Competencies, Knowledge, Skills and AbilitiesConsiderable knowledge of the English language and grammar usage.       Considerable knowledge of office management standards, procedures and practices.Considerable knowledge of the Adult Criminal Case Management System (CPCMS) and Criminal Document Management System (CDMS)Considerable knowledge of Adult Criminal record public and nonpublic access policies.Through knowledge of criminal procedures in Common Pleas Adult and Juvenile and Municipal Court.Considerable knowledge of supervisory methods and practices.Some knowledge of the principles of procedures analysis, work simplification, and forms and records control.Knowledge of the principles, standards and goals of administrative organization and management.Ability to learn within a reasonable period of time the functions, policies, procedures and operations of the court unit to which assigned.Ability to supervise a moderate sized group of clerical and technical employees engaged in varied tasks.Ability to represent the assigned unit in conferences and meetings with the public and private officials.In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume