SUPERVISOR – CASEFLOW SERVICES
Salary: $23.23 per hour ($48,318.40 annually)
Employment Status: Full-Time
FLSA Status: Exempt
Reports to: Manager – Caseflow Services
Civil Service Status: Classified
Work Schedule: 40 hours per week
Decision Band: C42
Department/Division: Court Services
DISTINGUISHING JOB CHARACTERISTICS:
The Supervisor performs a variety of administrative responsibilities on behalf of the Magistrates, supervises case management staff in the performance of their job duties and responsibilities, and ensures the case management unit operates in accordance with the Rules of Superintendence, Ohio Revised Code, Local Rules of Court, and the Court’s Case Management Plan.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with its requirements.
1. Supervises administrative and clerical staff in performance of job duties and responsibilities. Assigns tasks, provides direction and ensures work complies with the Court’s policies and processes. Provides training and proofreads documents to confirm work accuracy.
2. Maintains Magistrates’ calendars. Schedules appearances for pretrial conferences, final pretrial conferences, trials, forfeiture hearings, debtors’ examinations, evictions and hearings.
3. Ensures the timely management of all cases referred to the Magistrates’ Office. Ensures Magistrates’ cases have appropriate future events scheduled.
4. Screens Magistrates’ calls and answers telephone inquiries from attorneys, agencies and the general public regarding case status or other related inquiries. Retrieves case files and researches requested information. Addresses and resolves problems pertaining to cases referred to the Magistrates.
5. Coordinates pretrial and other telephone conference calls for the Magistrates.
6. Conducts telephone scheduling conferences for the Magistrates in their absence. Sets trial and final pretrial dates, discovery deadlines, and other dates as needed. May be required to conduct pretrial conferences including obtaining list of witnesses, discussing issues preventing case from going to trial, anticipated length of trial and other issues.
7. Supervises Mediation Program and serves as liaison between mediators, attorneys, and parties.
8. Supervises CSPO Program and ensures petitioners receive necessary assistance with protection orders.
9. Manages automated tickler systems.
10. Completes necessary steps to ensure cases scheduled for trial proceed as
11. Monitors, prepares and maintains courtroom audio/video recording equipment to provide an official record of trials, hearings, and any other Court proceedings that requires an official record. Ensures correct CD-ROM transcript is provided to requesting
12. Coordinates jury trials for Magistrates. Prepares information sheet for Magistrates concerning jury trial demographic information and
13. Manages jurors for trials conducted by the
14. Serves as liaison between Magistrates and other persons including Court staff, legal community, news media, attorneys, parties, witnesses, and other persons. Opens, sorts, and distributes
15. Drafts pleadings for continuances, submission dates, notice and orders, memos and other matters at the discretion of the Magistrates. Compiles monthly and annual statistics including number of cases referred, terminations, trials, continuances, average case age and other information for Magistrates’
16. Ensures all office equipment is in proper working condition. Contacts MIS Department to initiate repair or replacement.
17. Assigns tasks, provides direction, reviews and evaluates work, provides staff training, coaches, mentors, completes performance evaluations, and ensures work complies with quality standards and applicable requirements. Participates in the selection of Case Management Specialists. Outlines priorities and ensures tasks are covered during absences. Maintains authority to issue verbal reprimands and recommends other disciplinary actions. Supervises staff working on any project or problem relating to case management
18. Conducts monthly staffing with employees to review performance, discuss problems and concerns, and disseminate information.
19.Writes policy recommendations and creates user’s
20. Analyzes, recommends, develops, implements, and monitors policies and practices for effective case
21. Manages the Court’s civil and criminal caseloads. Monitors cases to ensure compliance with case management plans and docket procedures. Ensures all pending cases have future dates and ensures motions are ruled on in a timely manner. Informs Judges of cases awaiting decisions. Places outstanding cases on the docket to be addressed in open court for scheduling future dates. Reviews civil cases to evaluate necessity for default or service notice, pretrial conference, or dismissal. Ensures production of notices to appropriate parties. Examines cases on in-custody defendants to ensure active management and compliance with applicable
22. Assists with monthly statistical reports for the Supreme Court of Ohio. Responsible for the coordination of annual physical inventories in accordance with the Rules of
23. Works with Judges, judicial staff, Court Administrator, Deputy Court Administrator and Manager to define case management needs and objectives and provides recommendations to enhance case management procedures to reduce pending
24. Ensures accuracy of data processed through automated case management system in compliance with the Ohio Rules of Superintendence, Ohio Revised Code, and Local Rules of Court regarding case time standards, assignment of cases and case tracking. Supervises production, analyzes and ensures accuracy of automated reports on a daily, weekly, monthly, quarterly, and annual
25. Attends scheduled meetings and staffings with
26. Acts as liaison between Case Management Specialists and Manager in coordinating meetings, providing policy updates and providing feedback. Serves as main contact for assisting general public, attorneys, Judges and others with the status, problems, or concerns of
27. Acts as the staff person for the Criminal Practice Committee. Prepares meeting agendas, attends quarterly meetings, and completes meeting
28. Provides backup services to Case Management Specialists in all aspects of the job
29. Participates and/or chairs committees/projects as
30. Acts in absence of
31. Other duties as
SCOPE OF SUPERVISION:
This position supervises eleven (11) Case Management Specialists.
EQUIPMENT OPERATED:
County vehicle, computer, scanner, telephone, VSI-Fax, fax machine, calculator, copier, and other general office equipment.
CONTACT WITH OTHERS:
Judges and judicial staff, management personnel and line staff, attorneys, law enforcement, general public.
WORKING CONDITIONS:
Good office working conditions.
USUAL PHYSICAL DEMANDS:
The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not, and should not be construed to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.
While performing duties of this job, the employee regularly exhibits digital dexterity when entering information into the computer. The employee frequently sits for extended periods of time and occasionally stands and walks. Employee converses verbally with others in person and by telephone. Vision demands include close, relatively detailed vision when using a computer screen.
RECRUITMENT REQUIREMENTS:
An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification: Bachelor’s Degree in Management, Behavioral Science, Criminal Justice or related field. Six years’ experience in court or correctional services. Training or experience in related filed may be substituted for degree, although a degree is preferred.
Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:
Knowledge of: General office practices; court system processes; case management; general management principals; statistical principals; English word usage; spelling punctuation.
Ability to: Apply supervisory practices to practical work situations; establish and maintain effective working relationships with associates and job contacts; maintain good public relations as a Court representative; exhibit good organizational skills; maintain confidentiality of sensitive information; handle sensitive inquiries from contacts with officials and general public; resolves complaints from employees, the general public, and others.
Skill in: Oral and written communication; self-defense; general typing; operation of a computer; application of job software programs including spreadsheets and word processing.
LICENSE REQUIREMENT(S):
Valid Ohio driver’s license. If candidate does not possess an Ohio driver’s license, he/she has thirty (30) days from date of hire to obtain one. LEADS certification.
Web Address:
You can obtain a Montgomery County Common Pleas Court, General Division, application at www.montcourt.oh.gov.
Application:
Applicants are required to complete the Montgomery County Common Pleas Court, General Division, application which must be received by Human Resources no later than 4:30 p.m. on the closing date.
Employment Eligibility Information:
In accordance with the Immigration Reform and Control Act of 1986, all persons hired after November 6, 1986, are required to present to the Court, within three (3) days of their original appointment, original documents which show satisfactory proof of: 1) identity and 2) U.S. Citizenship or a legal right to work permanently in the United States.
Drug Testing and Criminal Background Check:
Prior to any candidate being offered a position or promotion with the Montgomery County Common Pleas Court, General Division, they will be required to submit to a drug test (urinalysis) at the Court s selected health care provider.
Additionally, candidates being offered a position or promotion must pass a criminal background check.
Equal Opportunity Employer:
It is the policy of the Montgomery County Common Pleas Court, General Division, that no person shall be subjected to employment discrimination because of age, race, color, gender, marital status, sexual orientation, disability, religion, ancestry or national origin.
The Montgomery County Common Pleas Court, General Division, will provide reasonable accommodations for persons with disabilities during the application, examination or selection process, if requested. Please notify Human Resources at 937-225-6161of the accommodations needed, preferably at the time of application, but no later than two days’ prior to the date needed.
MONTGOMERY COUNTY COMMON PLEAS COURT, GENERAL DIVISION BENEFITS
Vacation Leave:
Vacation leave may be granted to full-time employees upon completion of one year of service with the Montgomery County Common Pleas Court, General Division. Twenty-six (26) bi-weekly pay periods in active status shall constitute one year of service.
Sick Leave:
All Montgomery County Common Pleas Court, General Division, employees are entitled to Paid Personal Leave/Long Term Sick Leave credit.
Holidays:
Montgomery County Common Pleas Court, General Division, employees enjoy paid holidays.
Health Benefits/Medical Coverage:
All employees of the Montgomery County Common Pleas Court, General Division, except part-time employees working 20 hours per week or less, employees hired for a temporary appointment, an interim appointment, or employees hired as substitutes, shall receive health benefits.
Life Insurance:
All benefit eligible employees of the Montgomery County Common Pleas Court, General Division, receive a $50,000 basic life insurance policy paid by Montgomery County. Supplemental life insurance is available for purchase.
Retirement:
Montgomery County Common Pleas Court, General Division, employees participate in the Ohio Public Employees Retirement System (OPERS). Employees contribute 10% of their salary; the Court contributes 14%.
In Addition:
The Montgomery County Common Pleas Court, General Division, offers its employees an Employee Assistance Program, access to a credit union, a Deferred Compensation Program, a Wellness Program, and direct payroll deposit.
This Position Description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position. The employee may be required to follow additional instructions and perform other duties required by the employee’s supervisor or designee.
The provisions of this Position Description do not constitute a contract, expressed or implied, and any provision contained in this Description may be modified or revoked without notice.
