Records Room Supervisor - Office of Judicial Records, Criminal Division

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The First Judicial District of Pennsylvania (“FJD”) is the Philadelphia County Court System and is composed of two courts:  the Court of Common Pleas and the Municipal Court.  The mission of the FJD is to adjudicate cases and provide services to the community within our jurisdiction while ensuring fair, timely, and accessible justice to the people of Philadelphia.  The FJD is part of the Unified Judicial System reporting in to the Pennsylvania Supreme Court of Pennsylvania.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Job Description

Position Summary

This is supervisory work planning, assigning and coordinating the activities of a large clerical staff including Legal Clerks engaged in processing and maintaining legal papers and records.  Employees in this class schedule work assignments and ensure that required clerical services are performed expeditiously and efficiently.  Contact with attorneys, representatives of law enforcement agencies, and other interested parties to provide information regarding court cases and court procedures is a significant aspect of the work.  An employee in this class is responsible for independently managing a medium-sized unit and serving as an across-the-board assistant to a higher-level administrator. 

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Essential Functions

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• Plans work assignments for a medium court clerical staff engaged in providing certified and public court records to the general public and judicial partners. 
• Develops policies, goals and objectives relating to a particular area of work.
• Develops policies, goals and objectives relating to record retention and destruction
• Develops a comprehensive workplan identifying the files/documents to be retained (scanned) or destroyed.
• Directs, plans, assigns and supervises work of subordinate staff.
• Provides work direction and training to subordinate staff or interns.
• Review’s file inventory directs, plans, assigns, and supervises work of subordinate staff.
• Reviews work of subordinates for accuracy and completeness and evaluates employee performance.
• Interacts with judicial staff, attorneys, and outside organizations such as the media, Boards or Councils in an advisory role.
• Assists clients and general public in person and via telephone.
• Investigates complaints and issues from general public or other offices pertaining to the court record.
• Delegates routine situations to staff and responds directly to more complex situations or complaints.
• Prepares and collates weekly, monthly or annual reports and drafts correspondence.
• Utilizes personal computer and software applications for word processing, spreadsheet and database functions to prepare documents, spreadsheets and records.
• Plans, assigns, and reviews work of a medium-sized staff of employees engaged in carrying out a particular court function.
• Regularly reviews work procedures to insure efficient and ex