Divisional Office Supervisor

The United States Bankruptcy Court for the Western District of Washington is looking for a reliable and adaptable self-starter with excellent interpersonal skills to act as the Divisional Office Supervisor. The Divisional Office Supervisor is the point of contact at the divisional office, overseeing general office administration, and providing administrative support for space, facilities, and human resources at the divisional office.

The employee provides operational support and oversight for case administration. The Divisional Office Supervisor is a resource for staff on administrative or operational matters and coordinates court needs with headquarters management.

This position is located in the U.S. Courthouse in Tacoma, Washington. This position requires reporting to the office in Seattle, Washington on a reoccurring basis.

• Act as office supervisor for divisional office, ensuring administrative and operational compliance with appropriate guidelines, policies, and approved internal controls. Answer procedural questions for judges, staff, and the public. Provide customer service and resolve difficulties while complying with regulations, rules, and procedures. Act as head floor warden and point of contact for all emergency matters.
• Coordinate the work of the divisional office with other governmental agencies, court units, the Bar, and the public. Represent court unit at meetings and court events, as needed. Communicate and respond to management requests.
• Act as office liaison with the General Services Administration regarding office physical needs, such as heating, cooling, lighting, and cleaning. Act as office liaison for District Court or other court units regarding space, events, and other matters. Act as office liaison with other service providers and vendors.
• Supervise case administration employees in the divisional office including managing time and attendance, scheduling, assigning and reviewing work, and evaluating performance. Conduct employee performance evaluations. May assume case-related work as a backup or as the needs of the court require. Assist in developing work standards. Implement staff procedures and conduct staff meetings. Train staff on policies, procedures, and internal controls.
• Oversee receipt and review of incoming documents for conformity with federal and local rules. Monitor daily case data processing and data quality assurance activities, including case opening and closing. Assist attorneys and their staff with electronic cases and document filing. Oversee records and mail management activities.
• Oversee office needs and consumable supplies and prepare supply requests for approval; receive, audit, and distribute supplies or special-order requests.
• Coordinate the court’s on-site financial functions, including supervision of cashiers, reconciliation, and bank deposit functions, control of vault access and contents, custodial responsibility for divisional office financial records, and the review of mail logs.
• Oversee records maintenance, storage, and control, release and certification of official records. Monitor compliance with standard and internal control procedures.
• Assist with human resources activities including FAC/access card administration, onboarding, and events.
• Coordinate and prepare updates to manuals, forms, and procedures, as needed.
• Coordinate special projects and events in the divisional office.
• Performs other duties as assigned.

To be qualified for appointment to the position of Divisional Office Supervisor, candidates must meet the following standards:

• A high school diploma or equivalent with a minimum of four years of progressively responsible administrative, office, or other clerical work.…