Court Operations Specialist (Probate Case Processing Clerk)

Court Operations Specialist (Probate Case Processing 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.

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 fourth step of the salary range, depending on experience. You are potentially eligible for a 5% annual increase.

Position Highlights

The Washington County Circuit Court in Hillsboro, Oregon, is hiring a Probate Case Processing Clerk (Court Operations Specialist).

In this role, you will open new cases related to probate estates, simple estates, protective proceedings, identity records, and trusts. You will perform data entry for daily filings, route documents, docket signed orders, and enter disposition judgments. You will also perform case management, which includes monitoring case reports, determining the status of case compliance, preparing and mailing correspondence, tracking case requests, and referring noncompliant cases to the probate commissioner.

You will provide customer service to judges, court staff, attorneys, agencies, and the public by answering questions, providing information, and processing paperwork. The support you provide will be in person, over the phone, and in writing.

You will spend part of your time scanning documents, processing incoming mail, and providing backup coverage for your coworkers 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.

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, and language use 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

Four (4) years of responsible administrative experience in a moderately complex office or business setting demonstrating the knowledge, skills, and abilities needed for this position.

OR

Any combination of education and experience equivalent to four (4) 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 tasks in a business or professional fast-paced environment.
• Experience using a variety of software programs to access and input information and complete various tasks.
• Experience providing customer service to a variety of individuals in challenging circumstances.
• Skill in writing and reviewing documents for accuracy and completeness.
• Experience identifying and safeguarding confidential information and materials.
• Bilingual English/Spanish proficiency is preferred but not required.

Working Conditions

• This is a full-time position, and the work schedule currently 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 work week.
• Occasional after-hours or overtime work may be required.
• Frequent phone and in-person contact with people from diverse backgrounds.
• Frequent phone and in-person contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma, including people who are angry, hostile, confused, or frustrated.
• Long periods of sitting while working at a computer and attending court.
• Regular use of the following equipment: telephone, 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.
• 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.
• Veterans' or Oregon National Guard Preference: Eligible veterans and current or former servicemembers with the Oregon National Guard who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans and current or former servicemembers with the Oregon National Guard must attach the appropriate documentation after they receive an email in their Workday inbox requesting the information to verify eligibility. The action item, asking for documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans, Disabled Veterans & State Servicemembers web page for additional details, information, and resources.
• Conduct Expectations: Because of OJD's role in providing justice and upholding the rule of law, employees of the department are required to meet the highest standards of professional conduct and ethics while on the job, and to maintain those same high standards when taking actions in their personal lives that could reflect on the department. As an employee, you will be expected to preserve the confidentiality of information received in the course of OJD employment.
• Pay Equity: As an employer, OJD complies with Oregon's pay equity law. In this job profile, we offer candidates new to OJD up to the fourth step of the salary range, depending on experience. For more information on pay equity, click here.
• Employee Benefits: Click here to access information specific to OJD