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 expeditious process of work.
• Ability to carry records from the filing storage system to designated work areas. 
• Moving file destruction bids to loading dock or shredder
• Serves as an across-the-board assistant to a higher-level administrator; directs the activities of a segment of a major court function; develops procedures for the operation of the unit.
• Attends staff meeting and conferences.

MARGINAL FUNCTIONS

• Maintains supply and equipment inventory for office and orders supplies as needed.
• Performs related work as required.

​​​​​​​ENVIRONMENTAL CONDITIONS

• Standard office conditions.

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.

Competencies, Knowledge, Skills and Abilities

• Considerable knowledge of the English language and grammar usage.      
• Considerable knowledge of office management standards, procedures and practices.
• Considerable knowledge of the Adult Criminal Case Management System (CPCMS) and Criminal Document Management System (CDMS)
• Considerable knowledge of Adult Criminal record public and nonpublic access policies.
• Through knowledge of criminal procedures in Common Pleas Adult and Juvenile and Municipal Court.
• Considerable knowledge of supervisory methods and practices.
• Some knowledge of the principles of procedures analysis, work simplification, and forms and records control.
• Knowledge of the principles, standards and goals of administrative organization and management.
• Ability to learn within a reasonable period of time the functions, policies, procedures and operations of the court unit to which assigned.
• Ability to supervise a moderate sized group of clerical and technical employees engaged in varied tasks.
• Ability to represent the assigned unit in conferences and meetings with the public and private officials.

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

Qualifications

1. Bachelor’s degree from an accredited college or university and four years of Court Clerk experience, two years having been at the full performance level.

               OR

1. Equivalent combinations of education, training and experience which provide the characteristics required to perform the essential functions of the class.
2. After meeting minimum application standards, successful completion of a panel interview, as well as a credit history and criminal background investigation.
3. Ability to perform the essential functions of this position.
4. Covid -19 Vaccination is recommended.
5. Must work on site (not remote).

Additional Information

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.

Salary Range: $63,421 - $70,297

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 4 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx