Manager (Customer Service Center)

Recruitment #1911-MGRC113-002

Introduction

The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Hillsborough County. Employees of the Clerk of the Circuit Court provide quality service to our public.

As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community. You are a public employee performing essential services for the people of Hillsborough County. Our county’s citizens are affected by your on-the-job performance and their opinions of our organization are directly influenced by your conduct. Wherever you work in the Clerk’s organization, please keep in mind the trust that the people of Hillsborough County have placed in your hands. By meeting all of your responsibilities in the most efficient and courteous manner possible, you will find your efforts rewarding.
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This office reserves the right to consider how your application is prepared. It will be considered only if it is written with clarity and contains the required transcripts, certificates and licenses or other specified documents.

*Please note: this opportunity is open only to current, tenured Clerk of Court and Comptroller employees*

IDEAL CANDIDATE PROFILE

The ideal candidate will possess a Bachelor’s Degree AND two years of experience directly related to each of the following areas:
1. Working with courts
2. Customer service
3. Processing financial transactions
4. Supervising and/or managing personnel

MINIMUM QUALIFICATIONS

A Bachelor’s Degree and two (2) years of experience working with courts, customer service, processing financial transactions, and supervising and/or managing personnel
OR
An Associate’s Degree and four (4) years of experience working with courts, customer service, processing financial transactions, and supervising and/or managing personnel
OR
A high school diploma and six (6) years of experience working with courts, customer service, processing financial transactions, and supervising and/or managing personnel

JOB SPECIFIC COMPETENCIES

• Knowledge of English grammar and spelling, and arithmetic.
• Knowledge of legal terminology and procedures; knowledge of the functions, services, procedures and regulations of the Clerk’s office, and specifically to the service
center to which assigned, and the ability to perform related specialized tasks.
• Knowledge of the functions, services, procedures and regulations of the assigned unit.
• Knowledge of governmental accounting and auditing principles, practices, procedures, methods, and theory.
• Knowledge of computerized accounting systems to include automated accounting systems and their applications.
• Knowledge of the specific accounting and reporting requirements and the complete accounting cycle of the organization to which assigned.
• Knowledge of information management lifecycle concepts.
• Knowledge of what records and information management encompasses .
• Knowledge of court divisions and various types of court records and documents; performance of manual and clerical duties; and retrieval of court files.
• Knowledge of budgetary procedures and controls.
• Knowledge of and ability to implement policies and procedures related to records maintenance, retention and destruction for all areas of the court.
• Skill in the application of supervisory techniques.
• Skill in basic project management.
• Ability to type, operate data processing, word processing and other office equipment.
• Ability to support, promote, and ensure alignment with the department's/agency's goals and vision.
• Ability to interpret and explain laws, statutes, regulations and other directives.
• Ability to effectively recruit, select, develop and retain competent staff.
• Ability to establish and maintain effective working relationships with others within and outside own organization.
• Ability to use initiative and exercise sound judgment.
• Ability to communicate effectively, orally and in writing.
• Ability to effectively manage and guide group efforts.
• Ability to create solutions to problems using new methods and processes.
• Ability to prepare and maintain records and reports.
• Ability to schedule, assign, monitor, review and evaluate the work of assigned subordinates.
• Ability to analyze and audit accounting, fiscal, payroll and leave data, reports and statements.
• Ability to prepare accounting and audit records, statements, and reports.
• Ability to develop computer-based spreadsheets, graphs, summaries, and reports.
• Ability to perform accurate computations and verifications of data.
• Ability to establish and maintain effective working relations with government officials, other employees, and the public.

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the
activities described below.

• Approves and verifies all check requests that are submitted by clerks.
• Assesses staffing needs and identifies shortfalls; interviews, recruits and hires new staff.
• Attends meetings as required.
• Audits Verified Inventories of the Wards and Annual Accountings in Guardianship cases following the guidelines of the Florida Statutes, Local Rules, and Administrative
Orders.
• Conducts background screenings.
• Coordinates with other branches/sections within own organization and external agencies/departments to ensure efficient flow of communications and services.
• Creates and oversees employee security badge system.
• Formulates, or participates in the formulation of accounting policies, systems, controls and procedures, and monitors their implementation; evaluates effectiveness of, and
recommends changes of existing accounting and budgetary systems and controls.
• Implements goals, policies, procedures and guidelines to ensure operational efficiency and effective administration of unit.
• Maintains required documentation and completes reports.
• Makes recommendations for system improvements related to storage, retrieval, imaging, retention of court records and other work of the team pursuant to court and
statutory guidelines.
• Manages the day-to-day operations of the unit/section, coordinates and administers assigned programs and resources.
• Monitors workflow, data accuracy, and overall quality of work; assures processes and procedures are accomplished according to established guidelines.
• Orders special supplies for office.
• Participates in budget development by providing detailed justification and persuasive arguments for proposals or unit initiatives but has no direct budget approval responsibility.
• Participates in performing the actual work of the unit and substitutes for subordinates as needed.
• Performs a variety of administrative duties in support of the unit's activities.

Performs other duties as needed, including those performed by subordinate fiscal, financial, and/or clerical staff.

PHYSICAL REQUIREMENTS

The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects; may also require crouching, manual dexterity, hearing, kneeling, lifting, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

JOB SPECIFICATIONS

*Please note: this opportunity is open only to current, tenured Clerk of Court and Comptroller employees*

Conclusion

VETERANS' PREFERENCE: Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

CLERK OF THE CIRCUIT COURT IS AN EQUAL OPPORTUNITY EMPLOYER

The Clerk of the Circuit Court provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

Clerk of the Circuit Court welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.