District and Family Court Supervisor

Summary of Job Purpose
Under the supervision of the Court Administrator, the District and Family Court Supervisor is responsible for supervising and performing a wide variety of duties in support of the Court, to include, but not be limited to: typing; filing; data entry; answering telephones; interacting with the public and other agencies; coordinating with and supporting other staff members; handling money; operating and maintaining equipment; and initiating, monitoring and closing all types of cases; as well as clerking for and recording the proceedings of the Court.  Further, this position calls for the completion of certain administrative and supervisory duties in the Court, as directed by the Court Administrator, in addition to the performance of difficult, complex and/or specialized legal office work.  The successful candidate will also perform other related work as required or requested by the Court Administrator.
Distinguishing Characteristics
Employees in this position are expected to have a mastery of all aspects of case management in the Court, as well as the various other work processes which ensure the effective and efficient operation of the Court.  Individuals in this class are expected to provide information, advice, feedback, and assistance to others and to solicit the same from others within the Court.  Employees at this level are fully aware of the operating procedures and policies of the Court.  The successful candidate for the position must be capable of providing effective supervision to others within the Court, as well as working for extended periods of time without supervision.  The successful candidate for the position must be able to apply logical thinking to solve problems and accomplish tasks and be able to understand and communicate complicated policies and procedures.  Individuals in this class are expected to act as a leader, mentor, and coordinate the work activities of the court, ensuring that there is effective and timely communication, and be available to answer questions and provide support to the staff, and motivate and engage all staff in the work of the Court. This position directly supervises Judicial Assistants, Bailiffs, and Judicial Clerks assigned to the District and Family Court.
Essential Functions
An employee in this position may be called upon to do any or all the following essential functions:

• Acts as a formal supervisor, exercising direct supervision including monitoring and formally evaluating employee performance, employee selection, and discipline.
• Select, motivate, and evaluate court personnel; assist with developing short and long-term goals, establish performance requirements, and provide coaching for personnel development.
• Directs the plans, assignments, schedules, and training of the work of the Judicial Assistants, Bailiffs, and Judicial Clerks.
• Directs and trains staff in legal/court terminology and procedures, document preparation and processing, courtroom and calendar duties, and reviews staff’s case work in progress and upon completion.
• Reviews work schedule requests from staff, ensuring that there is always adequate coverage for all essential functions of the Court.
• Respond to information received from staff regarding workload status and job needs.
• Serves as a subject matter expert, assisting the Court Administrator in the development of policy and procedures. Ensuring compilation and maintenance of those policy and procedure guides are performed, all staff have access to the guides and are familiar with their contents.
• Directs and disseminates information regarding changes to policy and procedure when directed to do so by the Court Administrator and links those changes to corresponding updates in the policy and procedure guides when applicable.
• Direct and facilitate communication and coordination among teammates, working to ensure that minor conflicts and disagreements are resolved via consensus and that more serious matters are dealt with or directed to the Court Administrator for action.
• Assist the Court Administrator in the design and implementation of training programs and procedures.
• Acts as a receptionist by answering telephones and greeting the public at the Court counter, documenting all such conversations when case related, and assists with the calls or public assistance requiring a higher level of experience or support.
• Responds to and resolves difficult and sensitive public matters, incidents, and complaints.
• Receives and files a variety of legal documents, reviewing them for completeness, timeliness, compliance with the law and rules of the Court, and rejecting improper documents.
• Collects, sorts, and distributes mail sent to the Court, and prepares and sends mail from the Court to other agencies and individuals.
• Monitors consumable supplies used by the Court and reorders supplies as needed.
• Receives, records, and issues receipts for monies received by the Court, accurately recording payment information on applicable cases.
• Explains and provides clarification regarding operational procedures and policies of the Court to plaintiffs, defendants, witnesses, attorneys, staff of other agencies, and members of the public, while refraining from providing legal advice of any kind.
• Research and answer questions regarding case activity and process record requests for active, inactive, and closed cases.
• Initiates formal criminal and civil cases in the case management system, and enters all relevant data including information regarding plaintiffs, defendants, charges/allegations, appearance/answer/due dates, and bail amounts.
• Monitors cases for compliance with appearance dates and sentencing requirements such as payment of fines and/or restitution, completion of community service, successful completion of court-ordered classes/seminars, adherence to court-ordered restrictions on personal activities, and enrollment in, attendance at, and completion of court-ordered counseling.
• Ensure all validations for active arrest warrants and outstanding bench warrants are completed monthly and upon request, identify instances in which amended warrants are needed.
• Accepts and posts bail on warrants and prepares and disseminates warrant recalls to the applicable agencies.
• Reviews bank deposits and verify funds received by the Court daily.
• Issues summonses, orders, and writs of execution on civil cases and disseminates them to the appropriate agencies and parties.
• Prepares, schedules, coordinates, and monitors the Court’s calendar to ensure hearings and trials proceed in the most efficient and timely manner possible. 
• Closes, scans all files within a case, and files cases in which dismissals have been filed, ensuring all sentencing requirements have been met, or statutory time limits have expired.
• Trains and assists in proper case flow management and maintains the records management system of the Court in accordance with the Nevada Supreme Court Schedule for Retention of Administrative Records.
• Reviews and assists in the compilation of statistical reporting as required by the Nevada Supreme Court Administrative Office of the Courts.
• Reviews accounts receivable and prepares monthly accounts receivable aging reports for all outstanding fines on adjudicated cases and all outstanding bail amount on cases pending adjudication.
• Reviews and monitors active surety and cash bonds, processing forfeiture orders and exonerations as needed and receipting surety forfeiture payments. 
• Reviews and performs daily and monthly reconciliations of bank accounts and compiles monthly fund remittances in conjunction with Controller’s Worksheets, Treasurer’s Receipts, and Administrative Assessment Reports.
• Reviews and assists in the processing of accounts payable by preparing payable requests for approval and ensuring all payables are properly accounted for.
• Clerks for proceedings of the Court by keeping the minutes of the proceedings, operating the recording system and audio-visual equipment, marking, and entering exhibits into evidence, and preparing orders, judgments, and other documents.
• Directs, facilitates, monitors, and records jury selection and jury trial proceedings.

Special Requirements
Possession of a valid Nevada Driver’s License or ability to obtain such within a six-month period. English-Spanish bilingual ability is preferred but not required. The successful candidate must be bondable since the position requires responsibility for handling monies received by the Court. 

Background Investigations: Due to the nature of this position, a background investigation will be conducted to establish suitability for employment. If a background investigation is conducted, qualification for employment is contingent on satisfactory results of the investigation, as determined by the Court Administrator. Prior criminal convictions, other than minor traffic violations for which only a fine/forfeiture was paid, may disqualify a candidate.

Education and Experience:

• High School Diploma or General Equivalency Degree (GED)
• Any combination of experience and education that would likely produce the required knowledge and abilities.
• Associate’s or Bachelor’s degree in criminal justice, public administration, business administration, or a related field preferred.
• Minimum of five (5) years of progressively responsible court, legal office, or related clerical experience, including at least two (2) years in a lead or supervisory capacity; or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the position.
• Prior experience with a case management or records management system preferred.

Required Knowledge, Skills, and Abilities
An employee in this position must have the following knowledge, skills, and abilities upon application:
Knowledge

• Exceptional knowledge of the English language, including spelling, grammar, punctuation, vocabulary, and formats.
• Extensive knowledge of computer hardware and software, including word processing, spreadsheets, and databases for the purposes of creating, editing, and distributing information.

• Extensive knowledge of the Nevada state court system and the way cases proceed through the system.
• Extensive knowledge of Nevada Revised Statutes, Elko County Code, and Elko City Code as they pertain to the Court.
• Extensive knowledge of the roles and responsibilities of outside agencies with whom the Court frequently interacts, such as the Elko County Sheriff’s Department, Nevada Highway Patrol, Elko Police Department, Elko City Attorney’s office, and Elko County District Attorney’s and Public Defender’s offices.

Skills & Abilities

• Coach, develop, and manage a high-performing team.
• Ability to provide direction and training to all staff.
• Demonstrate exceptional leadership skills.
• Prepare and review complex legal documents.
• Read and understand criminal and civil complaints, statutes and codes, letters, legal documents, and legal terminology.
• Accurately type at a net rate of no less than 50 words per minute.
• Understand and complete complex clerical work, as well as carry out various other work processes to ensure the effective and efficient operation of the court.
• Communicate clearly both in writing and verbally, in a tactful and courteous manner with defendants, co-workers, and the public in all situations.
• Maintain confidentiality & work independently while demonstrating initiative and making sound judgments.
• Comply with The Fourth Judicial District Court procedures and the Model Code of Conduct for Court Professionals in the State of Nevada.
• Ability to act appropriately with persons who are upset, distraught, and emotional.

Physical Demands and Working Environment
An employee in this position must meet the following physical requirements upon application:

• Frequent interruptions to planned work activities will occur as special needs from the public, co-workers, other agencies, other departments, and supervisors arise.  Special circumstances may require reporting to, staying at, or returning to work beyond normal business hours.  
• The ability to work in a high-stress, demanding environment with numerous deadlines.
• Occasional exposure to hostile individuals or potentially hazardous evidence materials may occur.  
• Sufficient mobility to work in a typical office setting and use various office equipment.  
• Dexterity, coordination, hearing, speech, and vision adequate to effectively communicate in person or via telephone, and to use a keyboard and video display terminal for prolonged periods.  
• Strength and stamina to bend, stoop, sit, and stand for extended periods of time. Periodic lifting of files, stacks of paper or reports, references, and other materials.  Some bending, reaching, squatting, and stooping are necessary.   Lifting (up to 50 pounds) is periodically required. 
• The noise level in the work environment is low to moderate.
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**This position description is a general guideline for work behavior and is not intended to be a comprehensive listing of all job duties. Therefore, it is also not, nor can it be implied to be, a contract of employment with the District Courts. The content of this position description may be changed without notice, and employment may be terminated by either party at will. Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks. **