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The County of DuPage
Wheaton, Illinois

Job Details for 1154 - EO Legal Secretarial Supervisor

Job Description

FLSA STATUS: Exempt
GRADE: 311


POSITION SUMMARY
Under direction, performs work of moderate difficulty in assigning and supervising the work of secretarial services and support activities, performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
An employee in this class spends substantial amount of time supervising, planning, coordinating and delegating the activities of the Circuit Court judicial support staff. Work involves implementing policies and goals for assigned staff. Independent judgment is required to interpret policies and resolve problems as they occur. Direction is received from the Deputy Court Administrator.

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.

• Supervises the work of subordinate personnel.
• Oversees the work schedule for assigned staff and assures coverage of assigned functions for vacation, sick time and extended leaves.
• Establishes and states clear job expectations of the staff.
• Identifies divisional needs such as staffing requirements, office equipment needs and staff training and development.
• Recommends hires and promotions, directs, and evaluates, of employment decision for all assigned positions.
• Provides cross training amongst the judicial support staff.
• Observes, evaluates and streamlines workload within each division.
• Evaluates employee performance and sets clear goals.
• Previews workload and determines priorities.
• Answers complex inquiries regarding policies or procedures by providing information requiring interpretations and familiarity with divisional policy and operations.
• Establishes and maintains a professional work environment while providing appropriate leadership and direction.
• Promotes positive morale, creativity and teamwork among staff.
• Responds to courtroom and attorney requests.
• Troubleshoots and responds to emergency operational problems.
• Participates in special projects related to divisional operations.
• Prepares reports, charts, tables, letters, memos, or other correspondence required.
• Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/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
• Divisional terminology, operations, procedures and policies.
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Management and leadership principles

Skill in:
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office
• Planning, scheduling and supervising the work of others

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
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local
• 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 an Associate Degree in Business Administration, Public Administration, or related field, five years of experience in judicial or court services and/or legal services including two (2) years in a supervisory capacity; 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.