Marshall County Job Description

Division Supervisor

Department: Probate Job Code: 165

Reports To: Chief Probate Clerk DOT Reference: 169.167-034

Date: November 2007 FLSA: Non-Exempt

Summary

Oversees assigned division and supervise clerks assigned to division and satellite. Perform clerical work as needed, and conduct spot checks of work, in order to assure that work is being performed according to established procedures. Develops and transmits schedules and instructions to employees. Check the work of clerical employees on a daily basis to assure that collections balance. Respond to customers and citizens who come in, call, or email with questions who don’t understand, or who are angry about ad valorem taxes, penalties, or other functions of the Probate Department. Establishes and maintains effective relationships with other employees, public officials, and the public.

Essential Job Functions

A. Oversee the assigned division of the Probate Department

1. Respond to difficult customers and emails to division

2. Answer questions from employees pertaining to problems on tags, titles, driving licenses, business licenses and conservation

3. Develop schedules and forms to be used to check up cash drawers for business letters

4 Investigate problems, such as holds placed on renewals, and inform citizen of

requirements to renew

5. Coordinate work of satellite offices

B. Perform various clerical functions related to division operations

1 Balance daily collections and make necessary report to Accounting Clerk

2. Print/Summarize records to transmit to State of Alabama, in accordance with laws and

established procedures

3. Communicate with State to resolve any computer systems problems

4. Issue refunds, credits, and deletions related to Motor Vehicles, Business Licenses, and conservation

5. Provide back-up for subordinates, as needed

6. Process documents received via mail by verifying documents, accepting fees, recording

and returning document

7. Assist customers in locating documents, answer questions, make copies, etc.

C. Perform miscellaneous support functions necessary for the functioning of the office

1. Inventory and requisition supplies as needed

2. Order tags from the State when supplies are running low

3. Run renewal cards for tags, boats, and business licenses, and deliver to post office

4. Assist in installing new cartridges or toner to get equipment operating

5. Answer the telephone

6. Assure that satellite offices have needed supplies

D. Supervise assigned staff and assist with training

1. Participate in pre-employment interviews and make hiring recommendations

2. Interpret and apply personnel policies, departmental policies, and other relevant policies

and procedures

3. Review time and leave reports for assigned staff

4. Schedule vacation and time off for employees in division

5. Oversee and participate in staff training and development

6. Prepare and review performance appraisal and discuss with subordinates

7. Counsel employees regarding job performance and document in accordance with

established procedures

8. Recommend disciplinary action as needed

Knowledge, Skills, and Abilities

1. Knowledge of basic mathematics sufficient to operate cash drawer and make calculations

2. Knowledge of modern office practices, procedures and equipment

3. Knowledge of basic filing systems and coding methods, including alphabetical, numeric, indexing methods, etc.

4. Knowledge of Alabama codes related to records, tags, titles, licenses and conservation

5. Knowledge of the policies and procedures of the Probate Department

6. Knowledge of the principles of management and supervision

7. Ability to communicate both verbally and in writing

8. Ability to read and comprehend departmental rules, regulations, procedures and instructions

9. Ability to understand verbal instructions and directions

10. Ability to perform moderately complex mathematical calculations, with or without a calculator

11. Ability to operate basic office equipment, including computers and optical scanning equipment

12. Ability to establish and maintain effective working relationships with other employees and the public

13. Ability to interact with the public and provide information in a polite and efficient manner both in person, electronically, and on the telephone verbally explain the rules and procedures to the citizens in a clear and courteous manner

14. Ability to assign and review the work of subordinate staff

15. Ability to make decisions in accordance with precedents and regulations and to apply them to work situations

Minimum Qualifications

High school diploma or G. E. D. certificate plus 5 years of experience in a Probate Office Supervisory experience preferred.

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.