Title: Systems Coordinator/Support Staff Supervisor
Department: Friend of Court Updated: 11/2017
Division: Friend of Court FLSA Status: Non-Exempt
Bargaining Unit: FOC Supervisors Wage Range: Not Available
POSITION SUMMARY:

Supervises staff engaged in customer service duties.  Responsible for coordinating the daily operations of the office.  Assists the Friend of the Court in administrative support functions including budgeting, human resource assistance, maintaining administrative and personnel records, payroll, purchasing, and oversight of support staff. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Assists the Friend of the Court in overseeing operations of support staff, including Judicial Enforcement Analyst and Client Services Representative. 

·         Recommends and assists the Friend of the Court in early stages of employee selection, interviewing, hiring, evaluating and retaining.  

·         Coordinates payroll, personnel records, job postings, application screening, and scheduling interviews, providing orientation to new staff, preparing payroll reports, maintaining payroll records and maintaining personnel files.

·         Prepares and processes payment vouchers, budget and expenditure documents, purchase requisitions and related documents.  Assists in reviewing budget status reports.

·         Requisitions office equipment and supplies; maintains supply inventories.

·         Provides office wide training on data processing systems and equipment used in the office.

·         Assures staff is performing functions consistent with MiCSES design system.

·         Serves as Local Site Coordinator for the MiCSES system.  Coordinates state computer system controls with teams, roles and access including exclusions and compliance with IRS mandates security protocols. 

·         Responsible for oversight, implementation and training for mandates confidentiality rules and requirements for all staff.

·         Communicates and serves as contact point with Finance, Purchasing, Human Resources, Information Technology and Maintenance. 

·         Plans, directs and monitors the staffing levels and work productivity of assigned staff.  Monitors support service staff to ensure adequate coverage of customer service walk-ins and prompt answering of phone calls.  Assigns back-up staff as needed.

·         Develops, writes and assists with implementation on customer service policies at the direction of the Friend of the Court.  

·         Assists staff with complex customer service challenges.  Handles aggressive and hostile customers and resolves issues between customer and Friend of the Court.

·         Responds to inquiries from customers and provides information about court policies and procedures explains the grievance procedure and provides case information.

·         Coordinates record retention and ensures criteria is met on files set for closure or disposal.

·         Serves as supervisor to assigned employees with daily oversight. 

·         Provides guidance and direction, performance evaluations, work plans, time management, attendance, work production and other performance issues. 

·         Approves leave requests.

·         Assists with and makes recommendations to the friend of the Court on hiring, work assignments, training, performance evaluation, promotions, discipline and termination. 

·         Functions as a member of the management team within the Friend of Court office.

·         Attends State meetings and serves as liaison with other child support agencies/groups.

·         Prepare and submit reports to the State of Michigan and agencies.  

·         Performs all other duties, as required.  

·         Other duties as assigned.

SUPERVISION RECEIVED:

Works is performed under the direct supervision of the Friend of the Court and Deputy Friend of the Court.

SUPERVISORY RESPONSIBILITIES:

Supervises the Judicial Enforcement Analyst and Client Services Representative.  Directly participates in promotion, hiring, disciplinary actions and other supervisory functions as required by the Friend of the Court. Supervision includes, but is not limited to, daily oversight of the assigned team. Delegating responsibilities, tasks and work flow to subordinate employees, assisting subordinate employees with case management decisions when necessary, and to address issues such as time management, attendance, work production and other performance issues.  

EXPERIENCE, SKILLS, EDUCATION:

·         Bachelor Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree required.

·         3 to 5  years of previous work-related skill, knowledge or experience is required. 

·         Master’s Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree preferred. 

·         Manage and direct departmental operations, including budgeting, strategic planning. Knowledge of and interpret applicable federal, state and local regulations. Develop, apply and explain department and County procedure and policies. Plan and coordinate work staff activities, prioritize, instruct, set deadlines, objectives, measure success, and make recommendations and resolve issues. Methods of research, planning, conducting and implementing major studies or projects. Design and recommend new forms, reports or procedures. Ability to understand and work in complex data processing system, analyze data and exercise sound financial judgment. Analyze administrative problems, evaluate alternatives and implement sound solutions. Prepare and present reports, speeches or training programs to groups. Provide training and guidance in handling difficult or complex problems or resolving escalated complaints or disputes. Work independently with limited direct supervision. Coordinate activities with other departments.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.  

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         Ability to demonstrate predictable, reliable, and timely attendance.                 

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                        

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                            

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.      

CONDITIONS OF EMPLOYMENT:
  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.

 

 

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.