Team Supervisor (Official Records)

Recruitment #1908-TMSUPVCLKM-001

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:

  • Considerable knowledge of the Official Records Department which include three (3) years of experience working in the department

  • Working knowledge of computer applications using Windows, Internet Explorer, and Outlook

  • Knowledge of real estate and legal documents and applicable laws, office policies, procedures, and best practices

  • Cashiering Experience

  • The ability to interpret and explain laws, statutes, regulations, and other directives

  • Excellent customer service and organization skills

  • The ability to lead and train others

  • The ability to be detail oriented and delegate effectively

  • Ability to work independently and project a professional image in demeanor and dress that will be an example to coworkers

  • Strong ethics, integrity, accountability, and a team player mentality

  • The ability to multi-task and communicate effectively with the members of the public, attorneys, judges, and other professional agencies

  • Ability to deal with stressful situations and deadlines and work overtime when needed

JOB OVERVIEW

The team supervisor supervises and evaluates a team of employees within the Clerk’s Official Records Department, with responsibilities that include monitoring work processes and ensuring quality and quantity goals are met. Further, individuals in this position will provide continuity between management directives and staff to ensure that organizational goals are clearly defined and achieved.  Incumbents in this classification will perform the duties of the function and execute first line supervisory field work, which includes performance management and conducting effective employee evaluations.

MINIMUM QUALIFICATIONS

Graduation from high school or possession of a GED Certificate; and three (3) years of experience, within the operational area

OR

An Associate’s Degree from an accredited college or university; and two (2) years of experience, within the operational area

OR

Graduation from an accredited four year degree granting college or university; and one (1) year of experience, within the operational area

JOB SPECIFIC COMPETENCIES

  • Considerable knowledge of the functions, services, procedures, and regulations of the  Clerk’s Office and specifically to the Official Records Department to which assigned and the ability to perform related specialized tasks

  • Ability to plan, organize, and supervise the work of others

  • Ability to interpret and explain statutes, procedures, regulations, and other directives

  • Skill in the application of supervisory techniques

  • Ability to proof own work and work of others

  • Ability to prioritize work of the team

  • Ability to handle cashiering daily deposits, and change fund

  • Ability to prepare and maintain records and reports

  • Ability to maintain effective working relationships in a collaborative team environment

    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:

    • Ascertain recordable documents as prescribed in F.S. 28.222, Attorney General Opinions, and other guidelines

    • Monitor daily workflow to determine priorities and schedules and assign work as required

    • Solve problems within the team related to work assignments

    • Provide hands-on advice and assistance on work processes, best practices, and subject matter expertise to subordinates

    • Monitor, adjust, and approve staff payroll

    • Assist in the review and development of routine procedures to insure timely and accurate accomplishment of established operational goals

    • Supervise and train assigned staff, evaluate performance, and initiate corrective action as needed

    • Assess staffing needs and assist in the recruitment of staff

    • Maintain required documentation and completed reports

    • Attend meetings as required

    • Participate as a substitute for subordinates as needed and in performing day to day job functions, which include but not limited to, cashiering, scanning, indexing, conducting quality control, and completing mail-back functions


    This classification description is not intended to be, nor should it be construed as an all-inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

    PHYSICAL REQUIREMENTS

    • Ability to work from 8:00AM-5:00PM

    • Ability to work overtime including weekends when required

    • Ability to supervise personnel in Brandon, Plant City, and Southshore Satellite Offices (requires driving to locations – mileage reimbursement)

    • Ability to sit for extended periods of time

    • Ability to be punctual and in attendance

    • Ability to concentrate during department task interruptions

      Selection Plan

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

      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.