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The County of DuPage
Wheaton, Illinois

Job Details for 2157 - EO Records Assistant Supervisor

Job Description

FLSA STATUS: Non-Exempt
GRADE: 111


POSITION SUMMARY
Under general supervision; performs work of moderate difficulty coordinating the trial tracking process and acting the lead worker to the Records Assistants preparing case files; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
An employee in this class is responsible for highly detailed work including pulling, reviewing and verifying information contained in case files utilized by the department. Work also involves delegating incoming assignments to staff and monitoring the progress of completion. General supervision is received from the Records Supervisor. 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.

• Performs trial tracking including pulling files, ordering reports and sending discovery to defense attorneys
• Delegates incoming assignments to staff
• Trains new staff on department processes
• Acts as back-up for staff and ensures that work flow is not disrupted when staffing levels are low
• 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 returned case files
• Verifies recorded court dates and other information coded on the case files
• Verifies that files include applicable documents, date stamps and signatures
• Files notices and other paperwork in the appropriate case file
• Reads and interprets orders
• Validates orders and court processing paperwork
• Sorts, organizes, retrieves and re-files documents
• Responds to courtroom and attorney requests for files
• Locates missing files
• Researches discrepancies in files
• Operates a computer, applicable programs and databases to retrieve, verify and/or create printouts of information for inclusion in case files
• 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
• Current office practices, procedures and equipment
• Procedures for pulling and re-filing case files
• Supervisory functions and responsibilities.
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Processes and procedures related to creating, organizing and verifying case files

Skill in:
• Organizing and keeping track of a high volume of files and paperwork
• Verifying own work and identifying errors
• Delegating and assigning work to 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

SUPERVISORY RESPONSIBILITIES
Exercises supervision of personnel in related area of responsibility

EDUCATION and/or EXPERIENCE
Completion of an Associate’s degree in Criminal Justice, Paralegal Studies or a related field, two years of experience in court services or working within the judicial system which included acting as a lead worker to or providing training for staff; 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.