What are the responsibilities and job description for the Assistant Division Manager position at Allegheny County Pennsylvania?
How to Apply:
Applications are submitted online until the position is filled and/or the posting is closed. After reviewing this job announcement, please click on the link at the bottom of the page to apply online. A resume is required with the application. Further instructions on submission of documents are available in the online application. A resume may not be substituted for an application.
- Six (6) years of management/ supervisory experience in an office setting. Two (2) years of legal/paralegal experience preferred, or
- Bachelor’s degree in Business Administration, Public Administration, or a related field AND two (2) years of management/ supervisory experience in an office setting. Two (2) years of legal/paralegal experience preferred.
- An equivalent combination of education, training, or experience is acceptable.
It is the policy of Allegheny County that in order to receive a final offer of employment, candidates must successfully pass a background check, which includes verification of Allegheny County Real Estate Tax status.
Position Summary:
The Assistant Division Manager performs administrative duties including assuming the responsibilities of the Division Manager as needed. This position supervises staff and manages the day-to-day and fiscal operations of the Division.
Overview:
The Department of Court Records is responsible for receiving, docketing, indexing, and preserving documents for the Court of Common Pleas of Allegheny County. There are three Divisions within the Department of Court Records. These are the Civil/Family Division, Wills/Orphans Division, and Criminal Division.
- The Civil/Family Division of the Department of Court Records is the filing office for the Civil and Family Divisions of the Court of Common Pleas. In addition, the Division receives and records tax liens and other miscellaneous reports and filings as required by statute.
- The Wills/Orphans’ Division is the filing office for the Orphans’ Court Division of the Court of Common Pleas. In addition, the office probates wills, issues marriage licenses, and accepts US passport applications. The office is also an agent of the Commonwealth of PA Department of Revenue for collection of Inheritance Tax.
- The Criminal Division is the filing office for the Criminal Division of the Court of Common Pleas. In addition, the Division assesses, collects, and disperses all court-related fines, costs, and restitution. The Division also accepts bail and processes expungements.
Duties:
Duties vary by Division and may include the following:
- Supervises staff and performs day-to-day operations, including staffing and assigning work.
- Assumes responsibilities of the Division Manager as needed.
- Ensures accuracy and completeness of staff work products and information provided to the Division and corrects errors as needed.
- Provides customer service assistance.
- Trains, guides, and processes all new employees.
- Coordinates with other County departments to facilitate workflow.
- Monitors fiscal operations of the Division.
- Acts as signatories on Division bank accounts.
- Performs other duties as required.
Knowledge, Skills, and Abilities
Knowledge of:
- Fiscal/banking procedures.
- Data entry procedures and related office practices.
- Operation of essential office equipment.
Skill in:
- Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint.
Ability to:
- Supervise employees.
- Learn and comply with all applicable local and PA Rules of Procedure, Statutes, administrative court orders, and The Allegheny County Local Court Rules.
- Interpret and act on orders of court and Rules of Procedure when necessary.
- Acquire skills in Division-specific and other software systems.
- Communicate clearly and persuasively, both orally and in writing.
- Speak publicly and give presentations to various audiences.
- Make decisions and troubleshoot issues.
- Utilize critical thinking.
- Perform intermediate math calculations, including calculating filing fees.
- Efficiently and effectively work, with minimal supervision, alone and within a group.
- Effectively manage time, tasks, deadlines, and multiple priorities simultaneously.
- Maintain productive working relationships with staff, management, Departments, and the public.
- Enter data accurately and promptly.
- Proofread and verify data.
- Maintain accurate records.
- Oversee the processing of large cash payments.
#INDSJ
Residency: Allegheny County within 1 year.
Veterans' Preference: Will be awarded to eligible candidates.
