Deputy Clerk Supervisor, Publishing (GEN)
- Franklin County Clerk of Courts Expired
- Columbus, Ohio
- Full Time
This job ad was removed 1 hour ago.
Job Description
CLASSIFICATION PURPOSE:
The primary purpose of the Deputy Clerk Supervisor classification is to manage activities and workflow of assigned staff.
JOB DUTIES:
Provides direct supervision to work unit to coordinate publication-related activities, provide work direction, oversee training of staff, and to maintain routine, procedural matters related to the publication of legal notices. Interprets and reviews work product of unit for accuracy, completeness, and compliance with statutory and procedural requirements. Provides feedback and makes corrections and adjustments, as necessary. Monitors and provides informational assistance to internal and external customers and stakeholders, including courts, attorneys, agencies, and publication vendors, in-person, on the phone, or electronically.
Performs various clerical and administrative duties including but not limited to receiving publication requests via the eFiling queue and in hard copy; reviewing submissions; pulling necessary case documents such as original complaints, motions, and prior service documents; proofreading; verifying information; answering phone and e-mail inquiries; updating records; copying; and printing. Compiles, interprets, and distributes data, logs, templates, affidavits, and information related to publication of notices, as directed. Enters, verifies, and synthesizes data into standardized publication templates related to case number, party names, last known address, cause of action, requested relief, and hearing date, time, and location, when applicable.
Position handles legal and non-legal documents that may require issuance, retention, docketing, posting, or disposal in accordance with proper procedure, including affidavits documenting newspaper publication, web publication, and posting of notices. Reviews cases for pending hearing dates and verifies that adequate time exists to publish notices prior to scheduled hearings; contacts the court or filing party to alert them of issues and seek guidance as necessary. Prepares template submissions to newspapers, properly identifying division, number of weeks to publish, and applicable account to be billed. Reviews proofs returned from newspapers and performs quality checks to ensure accurate transmission of data. Communicates with attorneys, agencies, and newspapers regarding questions, issues, updates, or changes related to publication language, run times, costs, proofs, or practices.
Designs and implements work procedures under supervision related to publication of notices, reports unit status and progress to management, creates and maintains comprehensive workflows and quality assurance processes, updates workflows and Q/A processes as needed, and coordinates work with agencies served to ensure customer satisfaction. Places authorized publication notices on the Clerks website in lieu of newspaper publication when permitted, tracks start and end times of web publications, prepares Post-and-Mail submissions for Domestic Relations matters, facilitates and tracks posting of notices in Clerk of Courts offices, and prepares, files, eFiles, or provides related affidavits in accordance with division procedures. Uses various electronic systems or those otherwise defined in division procedures. Maintains regular and predictable attendance.
These duties are illustrative only and you may perform some or all of these duties or other job-related duties as assigned.
MAJOR WORKER CHARACTERISTICS:
Knowledge of employee training & development; supervision; office practices & procedures; agency policy & procedures; government structure & process. Skill in word processing; equipment operation. Ability to carry out instructions in written, oral or picture form; deal with problems involving several variables in familiar context; understand system of procedures; apply principles to solve practical, everyday problems; interpret a variety of instructions in written, oral, picture or schedule form; define problems, collect data, establish facts & draw valid conclusions; comprehend & record figures accurately; copy material accurately & recognize grammatical & spelling errors; handle sensitive inquiries from & contacts with officials & general public.
MINIMUM CLASS QUALIFICATIONS FOR EMPLOYMENT:
Highschool diploma or GED with two (2) years customer service, office administration, or related experience; or any equivalent combination of training and experience.
Additional Requirements
No special license or certification is required.
Supervisory Responsibilities
Ability to assign, review, plan, and coordinate the work of other employees, to provide instruction to other employees, to maintain department standards, to recommend the discipline or discharge of other employees, to act on employee problems, to evaluate staff performance, to maintain staff timekeeping, and to recommend and approve the transfer, promotion, or salary increase of other employees.
UNUSUAL WORKING CONDITIONS:
This is an unclassified position that serves at the pleasure of the Clerk of Courts.
CLASSIFICATION PURPOSE:
The primary purpose of the Deputy Clerk Supervisor classification is to manage activities and workflow of assigned staff.
JOB DUTIES:
Provides direct supervision to work unit to coordinate publication-related activities, provide work direction, oversee training of staff, and to maintain routine, procedural matters related to the publication of legal notices. Interprets and reviews work product of unit for accuracy, completeness, and compliance with statutory and procedural requirements. Provides feedback and makes corrections and adjustments, as necessary. Monitors and provides informational assistance to internal and external customers and stakeholders, including courts, attorneys, agencies, and publication vendors, in-person, on the phone, or electronically.
Performs various clerical and administrative duties including but not limited to receiving publication requests via the eFiling queue and in hard copy; reviewing submissions; pulling necessary case documents such as original complaints, motions, and prior service documents; proofreading; verifying information; answering phone and e-mail inquiries; updating records; copying; and printing. Compiles, interprets, and distributes data, logs, templates, affidavits, and information related to publication of notices, as directed. Enters, verifies, and synthesizes data into standardized publication templates related to case number, party names, last known address, cause of action, requested relief, and hearing date, time, and location, when applicable.
Position handles legal and non-legal documents that may require issuance, retention, docketing, posting, or disposal in accordance with proper procedure, including affidavits documenting newspaper publication, web publication, and posting of notices. Reviews cases for pending hearing dates and verifies that adequate time exists to publish notices prior to scheduled hearings; contacts the court or filing party to alert them of issues and seek guidance as necessary. Prepares template submissions to newspapers, properly identifying division, number of weeks to publish, and applicable account to be billed. Reviews proofs returned from newspapers and performs quality checks to ensure accurate transmission of data. Communicates with attorneys, agencies, and newspapers regarding questions, issues, updates, or changes related to publication language, run times, costs, proofs, or practices.
Designs and implements work procedures under supervision related to publication of notices, reports unit status and progress to management, creates and maintains comprehensive workflows and quality assurance processes, updates workflows and Q/A processes as needed, and coordinates work with agencies served to ensure customer satisfaction. Places authorized publication notices on the Clerks website in lieu of newspaper publication when permitted, tracks start and end times of web publications, prepares Post-and-Mail submissions for Domestic Relations matters, facilitates and tracks posting of notices in Clerk of Courts offices, and prepares, files, eFiles, or provides related affidavits in accordance with division procedures. Uses various electronic systems or those otherwise defined in division procedures. Maintains regular and predictable attendance.
These duties are illustrative only and you may perform some or all of these duties or other job-related duties as assigned.
MAJOR WORKER CHARACTERISTICS:
Knowledge of employee training & development; supervision; office practices & procedures; agency policy & procedures; government structure & process. Skill in word processing; equipment operation. Ability to carry out instructions in written, oral or picture form; deal with problems involving several variables in familiar context; understand system of procedures; apply principles to solve practical, everyday problems; interpret a variety of instructions in written, oral, picture or schedule form; define problems, collect data, establish facts & draw valid conclusions; comprehend & record figures accurately; copy material accurately & recognize grammatical & spelling errors; handle sensitive inquiries from & contacts with officials & general public.
MINIMUM CLASS QUALIFICATIONS FOR EMPLOYMENT:
Highschool diploma or GED with two (2) years customer service, office administration, or related experience; or any equivalent combination of training and experience.
Additional Requirements
No special license or certification is required.
Supervisory Responsibilities
Ability to assign, review, plan, and coordinate the work of other employees, to provide instruction to other employees, to maintain department standards, to recommend the discipline or discharge of other employees, to act on employee problems, to evaluate staff performance, to maintain staff timekeeping, and to recommend and approve the transfer, promotion, or salary increase of other employees.
UNUSUAL WORKING CONDITIONS:
This is an unclassified position that serves at the pleasure of the Clerk of Courts.
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