Records Manager

This position is Manager of the Records Division of the Circuit Court Clerk’s Office. We are a fast paced, trailblazing Office. The Records Division includes Land Records, Public Service (marriage licenses, notary qualification, fictitious names and assisting customers with research requests) and Archives. We have initiated a multi-year project to digitize all of our records. The other divisions are Courts and Administration. Performance management, teamwork, cross-training and continuous quality improvements are part of the Clerk’s Office culture.

PREFERENCES:

Experience implementing performance management; building and maintaining teams; cross-training, supervising staff; recording land records including cashiering in Virginia; managing current and archival records.

STARTING SALARY RANGE: $68,523.00 – $92,430.00

*Please note that this position is not an at-will position but may become one in the future.

General Definition of Work, Typical tasks, Knowledge, Skills and Abilities
The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

GENERAL DEFINITION OF WORK:

Performs difficult professional and administrative work and responsible supervisory work directing the administrative activities of a Division in the Circuit Court Clerk’s Office. Work involves managing the activities of a Division which is comprised of multiple focus areas such as Land Records Front Counter, Land Records Support, and Public Service Center, or Civil Front Counter, Civil Support, Probate, and Courtroom Support, or Accounting, Personnel and Information Technology.

Work is performed under the general supervision of the Chief Deputy Clerk of the Court. Supervision is exercised over subordinate Deputy Clerk Supervisors, Deputy Clerks, and/or assigned subordinates.

TYPICAL TASKS:

General:

Manages the activities of a Division comprised of multiple focus areas;

Plans, organizes, assigns, trains, and evaluates the work of subordinate personnel;

Ensures adequate scheduling of personnel;

Coordinates services of a Division comprised of multiple focus areas with outside agencies; and coordinates activities between focus areas and divisions within the Clerk’s Office;

Interviews and participates in the selection of new personnel;

Recommends hire, transfer, promotion, and disciplinary actions;

Develops, coordinates and administers procedures and policies for a Division together with the Chief Deputy Clerk of the Court;

Resolves customer service issues received by phone, email, fax, mail, or in person;

Gathers and researches information to respond to customers;

Oversees the filing and recording of documents;

Oversees the input of data into automated systems;

Manages the collection and receipt of monies for applicable fees, fines, costs, restitution and taxes using an automated cashiering system;

Manages the reconciliation of daily receipts and the preparation of the daily financial report;

Recommends process improvements related to the Division and assists in implementation;

Administers the Division budget;

May serve as main liaison with other departments and outside agencies.

Land Records Front Counter, Land Records Support, and Public Service Center or Civil Front Counter, Civil Support, Probate, and Courtroom Support:

Researches the Code of Virginia and coordinates changes with other agencies; publicizes changes to users of the court;

Prepares a variety of related, orders, reports, memos, forms and other instruments;

Interprets administrative requirements and procedures to subordinates, the general public, title examiners, attorneys, and other public officials;

Accounting, Personnel and Information Technology:

Prepares a variety of related analysis, reports, memos, forms;

Performs statistical analysis inclusive to all Circuit Court Clerk Divisions;

Administers the Department budget; requests, reviews, analyzes and recommends vendor contracts;

Manages the Information Technology needs;

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of Clerk of Circuit Court Office procedures, practices and equipment; thorough knowledge of Clerk of Circuit Court legal procedures, terminology and documents; thorough knowledge of the laws, rules, and regulations governing court recordkeeping and reporting requirements; general knowledge of the principles and practices of supervisory techniques; general knowledge in corresponding focus areas; general knowledge of comprehending applicable Virginia Code sections and laws; general knowledge of comprehending court documents and accurately processing directives; general knowledge in the use of applicable automated systems; general knowledge in automated record management using computer information systems; general knowledge in the use of an automated cashiering system and in reconciling receipts; general knowledge in theory and application of budget and accounting principles; ability to motivate, develop, and direct people as they work; ability to plan, organize, direct, and review administrative activities; ability to maintain and prepare required records and reports; ability to establish and maintain effective working relationships with officials, other employees and the general public; ability to communicate effectively both orally and in writing; ability to plan, organize, assign, train and evaluate the work of subordinates.

Education and Experience
Land Records Front Counter, Land Records Support, and Public Service Center or Civil Front Counter, Civil Support, Probate, and Courtroom Support:

Any combination of education and experience equivalent to a Bachelor’s Degree with major course work in public or business administration; and 3-5 years administrative support, technical support, and customer service experience in specific focus areas of assignment including 2-3 years experience supervising personnel.

An additional 4 years experience performing work at the Deputy Clerk IV level supervising personnel or at the Deputy Clerk Supervisor level may be substituted for the Bachelor’s Degree.

Accounting, Personnel and Information Technology:

Any combination of education and experience equivalent to a Bachelor’s degree in public or business administration, accounting or a field related to area of assignment; and 3-5 years of progressively responsible generalized or specialized management analysis or fiscal analysis experience to include 2-3 years experience supervising personnel.

PREFERENCES:

Experience with court related computer information systems applications.

Experience overseeing the use of an automated cashiering system.

Special Requirements
SPECIAL REQUIREMENTS:

Must pass criminal background check.