Title: IT & Records Manager
State Role Title: Supervising Deputy Clerk
Hiring Range: $50,480
Pay Band: UG
Agency: Supreme Court
Location: Virginia Beach Gen District Ct
Agency Website: www.vacourts.gov
Recruitment Type: General Public - G
Job Duties
The IT and Records Manager is assigned operational responsibilities for a specialized area of the Clerk's office. This position will be able to configure and troubleshoot basic PC software and hardware, provide follow-up assistance to the users and train users as required in the use of software installed on the PC's. In addition, this position will ensure all court records are stored and destroyed in accordance with required procedures.
Reporting Relationship
The IT/ Records Manager works under the general guidance of the Clerk of Court. Minimal supervision is required on a day"'to-day basis. Within assigned areas of responsibility, the IT/ Records Manager may direct assigned subordinates and resolve problems. The IT Manager follows established policy and procedure; however, independent analysis and judgment are necessary to identify and correct problems.
Essential Duties & Operational Responsibilities
The successful candidate will be responsible to fulfill the following duties and responsibilities but are not limited to the listing. Must be flexible to pivot assignments and duties as necessary.
Orders all supplies, forms and state contracted items. Responsible for receiving, unpacking, and storing all deliveries, including boxes of paper, boxes of ink supplies boxes of supply forms weighing 25 pounds and greater. Allocates space for delivery of these items and maintains inventory.
Purges records according to State Code guidelines
Serves as Systems Administrator and perform miscellaneous job-related duties as assigned.
Recommend improvements in procedures and efficiency to the appropriate manager and Clerk of Court. Will act as point of contact with Supreme Court of Virginia for all technical troubleshooting of systems Will be responsible for local computer repair, reinstall and repair of operating systems.
Will possess the ability to troubleshoot via remote access instruction and will have a knowledge base of Microsoft operating platform, Windows mail, can troubleshoot hardware and software concerns including hands on knowledge with data backup and recovery.
Assists and train Supervisors and Managers, all court employees including new users in the proper use of the PC and peripheral hardware/ software, and routine use of data systems. Monitors the accuracy and integrity of data being entered in the systems.
Ensures security procedures are followed. Must have the ability to pass criminal background investigation to hold and maintain VCIN certification. Responsible for maintaining court VCIN certification list of all users, act as liaison with Virginia State Police (VSP) regarding all VCIN issues.
Troubleshoots network, application and peripheral equipment problems. Upgrade anti virus software and each workstation. Upgrade software on existing PC's. Manages inventory for all hardware, software, licenses, repairs, upgrades, forms and supplies.
Supreme Court systems and Virginia Beach City systems within the GDC offices. Will be POC for city systems and updating VBGDC page on the city web site during outages, inclement weather and when revisions are required.
Responds to user needs regarding hardware and software usage, computer down time, regular maintenance and unanticipated problems and notifies users of anticipated problems and changes.
Work with localities to obtain connectivity to Supreme Court network or from Supreme Court network to locality. Notifies OES computer room of needed repairs and schedules such repairs. Will act as the liaison with the city for all telephone connectivity issues, changes and upgrades.
Coordinates office moves from current court facilities to new court facilities, and coordinates changes to existing facilities.
Minimum Qualifications
A combination of education and experience is required to provide competence in the areas of responsibility. Experience is generally more beneficial; however, education and experience may balance one another. Less experience may be balanced by education in relevant areas; conversely, less education than recommended may be balanced by increased experience in relevant areas.
Generally, the following will apply:
1. During recruitment, the most competitive applicants will possess a high school diploma or an associate's degree or higher, with concentration in Information Systems or Computer Science.
2. Considerable/substantial experience providing technical support for PC hardware and software. Experience with Windows Operating Systems, Microsoft products (i.e. Word, EXCEL, Access required. Competence in automated records and financial systems, filing systems, etc. is required. Will have the ability to train staff in use of computer software and hardware.
3. Must be able to lift greater than 25 pounds consistently. This position requires frequent standing, bending, bending neck up, down and turning, stooping, crouching, climbing, crawling, repetitive motion with wrist, hands and fingers, reaching, fingering and grasping.
Technology
Proficiency in the use and training of personal computers, PC applications, such as Word and EXCEL, as well as automated records management and financial systems, as necessary.
Analytical Ability
A high degree of analytical ability preferred to recommend improvements to automated systems, resolve unanticipated problems and improve court services.
Interpersonal Skills
Must have the ability to respond and effectively interact with co-workers, external organizations/ agencies, such as OES' Judicial Information Technology Department or local city IT departments, with understanding, courtesy and patience. Must have experience working with outside vendors and service providers.
Communication Skills
Excellent verbal and written communication skills are preferred to function effectively in a user support environment.
Preferred Qualifications: In addition to the minimum qualifications, knowledge and hands on experience in a court setting is highly desirable.
Extensive front counter customer service, experience serving the public, keen attention to detail, are essential.
Experience with document imaging highly desirable. Ideal candidates will have proficiency with computers beyond a casual user. Responsibilities include, GCMS, Financial Management (FMS), Outlook, VCIN, NCIC, OMV and IPOAD (as applicable). Office environment experience and basic math acuity is desired.
Additional Considerations
This position offers a competitive benefits package, which includes vacation and sick leave, 13 paid holidays, health insurance, retirement, life insurance, deferred compensation and short- and long-term disability.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Contact Information
Name: Xavier Callistro
Phone: No Calls
Email: humanresources@vacourts.gov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.