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The County of DuPage
Wheaton, Illinois

Job Details for 2158 - EO Records Supervisor

Job Description

FLSA STATUS: Exempt
GRADE: 313


POSITION SUMMARY
Under general direction; performs work of moderate difficulty supervising staff and processes of the State’s Attorney’s Records Department; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
The employee in this class is responsible for supervising the staff involved in maintaining, pulling and verifying the case files utilized by the State’s Attorney Department. Work also involves managing the department’s systems for records storage, imaging and disposal. General direction is provided by the Chief of Administration. The incumbent customarily and regularly directs the work of two or more other employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Oversees and manages daily operations of the criminal records department including applicable information systems, file storage, imaging and disposal
• Coordinates services with other County departments
• Develops and updates internal policies and procedures and trains staff accordingly
• Oversees departmental work flow and resolves problems and disruptions
• Prepares statistical reports
• Establishes and maintains a professional work environment while providing appropriate leadership and direction
• Promotes positive morale, creativity and teamwork among staff
• Evaluates employee performance and sets clear goals
• Audits, sorts, organizes, retrieves and re-files documents
• Manages the storage of archived files
• Responds to courtroom and attorney requests for files
• Locates missing files
• Researches discrepancies in files
• Troubleshoots computer errors and problems
• Operates a computer, applicable programs and databases to retrieve, verify and/or create printouts of information for inclusion in case files
• Works with the Circuit Court Clerk to ensure quality controls
• Makes recommendations and updates record retention policy in accordance with the local retention destruction act
• Oversees the destruction of records
• Completes special projects as assigned
• Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignment or schedule in the event of an emergency to participate in emergency preparedness, response and recovery activities as assigned.
• Depending on assignment, may require emergency management training, licensure or certifications.
• Performs related duties as required or assigned within job classification.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Current office practices, procedures, and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Processes and procedures related to creating, organizing and verifying case files
• Regulations and statutes related to records storage and disposal
• Related office equipment and computer applications
• Supervisory functions and responsibilities
• Management and leadership principles

Skill in:
• Organizing and keeping track of a high volume of files and paperwork
• Troubleshooting computer system errors
• Delegating and assigning work to others
• Planning, scheduling and supervising the work of others
• Using computer hardware and software including work processing, spreadsheets, databases,
email, etc.
• Applying an acquired knowledge of procedures, rules, regulations, and services of office to which
assigned

Ability to:
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
• Monitor and evaluate employees
• Prioritize and assign work
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
• Provide leadership to effectively resolve issues

SUPERVISORY RESPONSIBILITIES
Exercises supervision of personnel in related area of responsibility

EDUCATION and/or EXPERIENCE
Completion of a Bachelor’s Degree in Business Administration, Public Administration or a related field, five years of experience in judicial or court services, imaging and database creation or document management which included two years of supervisory experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
None.