Chief of Civil Division

JOB CODE: 2053

PAY GRADE: 2250

SALARY RANGE: $49,974 - $84,534

LOCATION OF WORK
City Court

GENERAL DESCRIPTION
Under the direction of a City Court Administrator, acts in the capacity of Division Chief for the Civil Division of Baton Rouge City Court performing highly complex professional administrative work. Work involves the responsibility for directing, planning, overseeing, and coordinating the activities of professionals and sub-professionals providing services to the public and managing legal matters relative to Baton Rouge City Court. Duties also include assisting the Clerk of Court/Judicial Administrator, other Court Administrators, and/or City Judges. Under rules of the Court and Laws of the State, an employee of this classification is an officer of the Court and must certify for the Court legal documents before being processed. Supervision is exercised over a medium to large staff of legal classifications that support and facilitate the processing of all records relative to Baton Rouge City Court. Performs other work duties as requested.

ESSENTIAL WORK TASKS
Supervises, directs, plans, and coordinates the activities of the civil division of Baton Rouge City Court. Organizes, assigns, and supervises clerical, legal, and fiscal employees in preparing court records and processing court filings, maintaining court records and minutes of court proceedings, preparing court dockets, and disbursing funds received for civil filing fees and costs. Ensures the coordination and assignment of personnel as needed daily to assist in the front lobby to direct patrons to various divisions within City Court. Reviews, evaluates, and maintains written procedures and policies in the civil division, and implements necessary changes to ensure increased efficiency, accuracy, and service to the public and to the Court; seeks approval from a City Court Administrator before implementing changes that would impact those outside the civil division. Coordinates activities involved with Baton Rouge City Court's Mediation Program and ensures that representatives from participating law schools have needed materials to ensure the effective delivery of services. Educates staff to increase their knowledge and understanding of civil case processing to ensure the highest quality of service is provided. Reviews periodically all civil division forms, publications, and written materials, including website information to ensure that services and information offered to the public are available, easily understood, and executed; submits recommended changes to administration for review and approval. Reviews necessary changes to the Law Clerks Manual and the Civil Checklist and makes recommendations to Administration for revisions as needed. Submits monthly and annual reports of civil division activities and statistics. Keeps abreast of changes in laws and regulations regarding civil case filings, procedures and regulations, and other matters relating to the operations of the civil division and City Court. Reviews in advance all Judicial Compensation Fund Rate forms that will be affected and timely submits all needed revisions to Administration once the new rate is published; reviews annually and revises Fee Schedule for disbursements by the Finance Department. Instructs, trains, and assists subordinate employees on changes in policies and procedures. Assists the public as needed and resolves problems on individual court cases relative to processes and procedures in the civil division. Provides information from civil court records and files as authorized and as requested by the public or outside agencies; responds to public records requests. Reviews, notarizes, and certifies official court documents received and distributed by the Clerk's office; approves and signs payment vouchers as authorized. Ensures notices of judgements and other notices as ordered by the Court are properly prepared and sent to parties in civil court cases; ensures minutes of civil court cases are properly entered into the record of the Court; oversees the supervision of the preparation and accuracy of all certified copies of civil cases. Interviews applicants and recommends appointments for vacant positions; supervises, evaluates, trains, and disciplines subordinate employees.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of office practices, procedures, and equipment. Knowledge of court procedures, laws, regulations, and orders pertinent to City Court. Knowledge of the legal format and terminology required in the preparation of court transcripts. Skill in the use of modern office equipment such as telephone, computer, copier, calculator, and related peripherals. Ability to keep complex records and prepare periodic reports. Ability to assign and supervise the work of a legal staff. Ability to make responsible decisions in accordance with established policies and procedures. Ability to establish and maintain effective working relationships with other employees and the general public. Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the efficient operation of the division and City Court.

MINIMUM REQUIREMENTS

NOTE:
The work examples described in this specification are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from job performance requirements if the work is similar, related, or a logical assignment to the job.