Job Details for Judicial and Public Services Supervisor

The Judicial and Public Services (JPS) Supervisor is responsible for leading and managing all public-facing records related services for the court, ensuring high-quality customer service for attorneys, self-represented litigants, and the general public. The incumbent oversees operations related to opinion and judgment issuance and post-judgment matters, attorney admissions, mediation, intake and public information services, court records and file room management, paper filing compliance and brief distribution, and assists with courtroom operations, while developing and implementing policies and procedures to enhance court accessibility and service delivery.

Representative duties are intended to illustrate the major duties and responsibilities that are performed by this position. Representative duties may be adjusted, and additional duties may be added, based on the operational needs of the Clerk’s Office. 

Leadership and Supervision: Direct professional and administrative staff across multiple functional areas. Establish performance standards, assign work, conduct evaluations, and coordinate disciplinary actions with the Chief Deputy Clerk and Human Resources as appropriate. Create work procedures, facilitate staff meetings, delegate responsibilities equitably, and redistribute resources to meet changing demands. Prioritize tasks, manage deadlines, and coordinate work schedules. Assess work quality, monitor compliance with court procedures, and ensure staff receive comprehensive training, including cross-training across JPS functional areas to support operational flexibility. Implement business continuity protocols and provide essential backup coverage.

Opinions and Post-Judgment Processing: Oversee opinions processing functions, including the review, formatting, and issuance of court opinions, judgments, and mandates for cases assigned to panels and the en banc court. Supervise post-judgment matters including petitions for rehearing, bills of costs, and mandate issuance. Coordinate writing judge assignments and reassignments in collaboration with the Chief Deputy Clerk and chambers staff. Ensure timely docketing and distribution of court orders and opinions in accordance with established procedures.

Records and Brief Management: Oversee the paper brief management system, including compliance review and distribution workflows for paper filings. Establish quality control procedures for the timely and accurate upkeep of the paper brief management system. Establish procedures for handling non-conforming submissions and protocols for sealed or restricted documents. Coordinate preparation of case materials for court sessions and ensure timely distribution of briefs to chambers. Track filing deadlines and implement specialized workflows for expedited cases. Maintain effective communication with judges' chambers regarding preferences for paper formats and delivery. Administer court records management in accordance with judiciary policies. Direct file room and vault operations, including organization systems and physical records storage. Implement security measures and environmental controls for records preservation. Develop tracking systems to ensure accountability and accessibility. Direct the timely and efficient return of submitted exhibits. Coordinate with the Federal Records Center and National Archives and Records Administration regarding retention schedules and archiving requirements. Supervise the digitization process for paper records in coordination with Information Technology Office staff. Oversee responses to public records requests and ensure appropriate routing of case documents to respective court units.

Attorney Services and Mediation Program: Manage the attorney admission process and registration system while overseeing electronic filing access protocols. Develop admission procedures and verify attorney records and good standing certifications. Process fee collection and receipting for attorney admissions in accordance with judiciary financial policies. Issue certificates of admission and good standing. Coordinate with state bar associations and other licensing authorities regarding attorney status and disciplinary matters. Track attorney disciplinary cases and provide support for disciplinary proceedings as required. Direct the court's mediation program, supervising case selection and scheduling processes. Coordinate conference arrangements between mediators, attorneys, and parties. Generate statistical reports on mediation outcomes and implement program improvements based on stakeholder feedback and effectiveness metrics.

Public Information and Customer Service: Serve as a resource for attorneys, litigants, and the public regarding court procedures, filing requirements, and case status inquiries. Ensure accurate and timely responses to public information requests. Maintain public access resources, including website content related to JPS functions, in coordination with the appropriate court units. Coordinate with Case Management Services regarding procedures affecting JPS-managed functions.

Continuity Support: Plan and implement processes and protocols to ensure business continuity of essential JPS functions consistent with the court's emergency planning and preparedness program. Provide backup coverage, after-hours support, emergency response, and continuity of operations support as needed. Coordinate with the Chief Deputy Clerk and Operations Manager to ensure seamless Clerk's Office operations during absences or emergencies.

Supervisory Deputy Clerk Responsibilities: Communicate and respond to judges, chambers staff, and management requests regarding court operations. Answer procedural questions for judges, staff, and the public. Communicate clearly and effectively, both orally and in writing, to explain complex operational matters and concepts to individuals and groups with varying experience and backgrounds. Interact effectively with the public and staff, providing good customer service and resolving difficulties efficiently while complying with regulations, rules, and procedures. Facilitate, mediate, and negotiate complex and sensitive matters with judges, managers, unit executives, supervisors, and court staff, while maintaining confidentiality. Develop, implement, and maintain written procedures for assigned functions. Support office financial processes and court sessions, as needed. Comply with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements. Demonstrate sound ethics and good judgment at all times. Display a careful and deliberate approach in handling confidential information in a variety of contexts.