Court Operations Associate (Judicial Support Clerk)

Court Operations Associate (Judicial Support Clerk)

Interviews: Due to the high volume of applications we receive, it may take several weeks after the application deadline for us to schedule interviews. Those selected for interview will receive an invitation via email or phone; please monitor your junk/spam folder and make sure you are able to receive voicemail.

Oregon Judicial Department (OJD) serves the public, and the people we serve may be facing challenging life circumstances, high levels of stress, or confusion about their next steps. The work you will do in this role affects members of our community who come to the court to have their cases resolved. We need people who want to impact their communities, value OJD's efforts to remove barriers to access justice services, and welcome interacting with the public.

We are committed to building a diverse, inclusive team and encourage candidates of all backgrounds to apply. We consider relevant work experience, education, and any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position. We welcome all candidates who are inspired by our work and mission.

Benefits to You

• We pay 95% to 99% of medical insurance premiums for full-time employees, including mental health coverage.
• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves (prorated for part-time employees), and other employee benefits such as optional insurances and flexible spending plans.
• OJD will pay you a 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.
• In this job profile, we offer candidates new to OJD up to the third step of the salary range, depending on experience. You are potentially eligible for a 5% annual increase.

Position Highlights

The Josephine County Circuit Court in Grants Pass, Oregon, is hiring a Judicial Support Clerk (Court Operations Associate) to support our judges and judicial assistants.

In this role, you will perform data entry, prepare and close case files, review court case files for scheduled proceedings, prepare forms, and verify information in the case management system. You will process criminal felony, criminal misdemeanor, domestic relations, juvenile, probate, traffic and accounting, and civil case types. You will review documents for signatures, accuracy, and completeness. You will provide customer service to court staff, agencies, and the public and will route calls and visitors as needed. The support you provide will be over the phone, in person, and in writing.

Additionally, you will prepare the courtroom for daily proceedings by completing audio checks of the electronic recording equipment and ensuring that forms and supplies are fully stocked. When court is in session, you will create an audio recording of the proceedings, announce the names of jurors during selection, swear in witnesses, and process exhibits. You will perform real-time data entry and process judgments, orders, warrants, appeal notices, and plea petitions. You will also remain alert and observant during court sessions, respond to concerns, and secure the courtroom at the end of each session.

You will spend part of your time processing filings from the Court of Appeals and Bankruptcy Court, helping with training, and providing coverage for the judicial assistants as needed.

Assigned tasks may be changed to accommodate workload and organizational needs.

Instructions for REQUIRED Cover Letter and Work History/Resume:

• Your cover letter and work history/resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below.
• Cover Letter (REQUIRED)
• Attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and filename should include your name.
• Address the cover letter "To the Hiring Manager."
• In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.
• Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter.
• Prepare your cover letter before starting your Workday application.
• Work History/Resume (REQUIRED)
• Attach your updated resume in the Resume/Cover Letter section of the application. Your resume and filename should include your name. OR
• Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.
• Please do not submit transcripts, certificates, or letters of reference unless specifically requested.
• Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, language use, and originality in addition to demonstrated experience.
• The application deadline is 11:59 p.m. on the date listed above.

Minimum Qualifications

(These must be evident in your resume or work history.)

The qualified candidate must have a high school diploma or equivalent.

AND

At least three (3) or more years of responsible experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.

OR

Any combination of education and experience equivalent to three (3) years of experience that typically supports the knowledge, skills, and abilities for the position.

Special Qualifications (These must be verifiable.)

None.

Requested Skills and Attributes (These must be addressed in your cover letter.)

• Experience performing a variety of clerical or administrative support tasks, with strict deadlines in a busy business or professional setting.
• Experience using a variety of software programs to access and input information and complete various tasks, including scheduling meetings and updating calendars.
• Experience providing customer service to a variety of individuals in challenging circumstances.
• Experience reviewing documents for accuracy and completeness.
• Experience with public speaking and addressing groups of various sizes.

Working Conditions

• This is a full-time position, and the work schedule typically is 8:00 a.m. to 5:00 p.m. Monday through Friday. This position is eligible for overtime compensation for hours worked in excess of 40 per workweek.
• Occasional after-hours or overtime work may be required.
• Work is performed in a normal office setting, in a jail setting, and in a courtroom.
• Regular trips to the Josephine County Jail and the Family Court location.
• Frequent phone, in-person, and email contact with people from diverse backgrounds.
• Frequent phone, in-person, and email contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma.
• Occasional contact with angry, hostile, or otherwise difficult customers and defendants (in custody and out of custody).
• Possible exposure to disturbing, sensitive, or hazardous court exhibits, hearings, and subject matter daily.
• Substantial long periods of sitting or standing; occasional periods of walking.
• Regular use of the following equipment: electronic recording equipment, multimedia equipment, phone, OJD-assigned computer with multiple monitors, copy machine, fax machine, and scanner.

ADDITIONAL INFORMATION Criminal Background Check You will be subject to a criminal background check if you are a finalist. Adverse results are evaluated on a case-by-case basis and may result in disqualification if the circumstances are directly related to the duties and responsibilities of the position.

Reference Checks

By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product.

United States Employment Eligibility OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security's I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States.

Future Vacancies Apply now if you are interested in this or future vacancies. This job announcement may be used to fill future vacancies in this class of work. Age-Based Discrimination

OJD does not request or require your age, date of birth, or attendance or graduation dates from an educational institution during the application process.

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