SC/VB Associate Clerk - Internal Judicial Branch Employees Only

SC/VB Associate Clerk

The State of Maine Judicial Branch welcomes motivated team members to join us in serving the communities of Maine within the court system. The Judicial Branch plays a very important role in our communities by providing a safe, accessible, efficient, and impartial system of dispute resolution. Judicial Branch employees all support this mission in their various roles. We have 31 courts across the state and process over 130,000 cases each year in support of Maine's almost 1.4 million residents.

This is highly responsible supervisory and clerical position in the Service Center/Violations Bureau. The Service Center/Violations Bureau is a multi-faceted operation that answers a high volume of inbound phone calls and performs the duties of a court with the ability to meet demanding deadlines daily. Extensive contact with the public requires the incumbent to deftly utilize advanced customer service skills to address sensitive and complex court inquiries, and escalated concerns. This role carries significant financial and reputational responsibility due to the high volume of sensitive and financial transactions, and communications, overseen. Office responsibilities require extensive use of various databases, computer systems, as well as knowledge of court and office procedures. Potential for partial remote work following initial training/orientation period.

Salary Range:

Starting pay is $24.12 - $25.30 per hour.

Grade 11 - $24.12 - $32.65 per hour.

What We Offer:

• Work-life balance: 13 paid holidays, 2+ weeks of vacation leave, and 12 paid sick days every year.
• Paid Parental Leave: 4 weeks
• Gym membership and childcare reimbursement programs
• Public Service Student Loan Forgiveness Program
• Health insurance coverage (85%-100% employer-paid for employee-only plan)
• Health insurance premium credit (5% decrease in employee premiums)
• Dental insurance (100% employer-paid for employee-only plan)
• Health and dependent care flexible spending accounts
• Defined Benefit Pension plan contributions
• Voluntary deferred compensation (retirement savings 457 Plan)
• Up to $1000 Tuition Reimbursement each year
• Employer-paid life insurance (1x annual salary)
• Additional wellness benefits

Essential Job Functions :

• Plans, assigns, and reviews work of subordinate employees.
• Supervises and trains employees.
• Participates in hiring, evaluation, and discipline of employees, as assigned.
• Oversees the operation of the Service Center/Violation Bureau Clerk's Office in the absence of the Manager and other higher-level office supervisors.

Supervises and/or accurately performs any, or all of, the following :

• Handles, processes and reconciles, a high volume of fines, fees, costs, and other funds paid and maintains books, ledgers, and accounts, as necessary.
• Handles verification process of financial transactions, public window balancing, prepares daily deposits, and processes bounced checks.
• Researches and performs financial adjustments and processes disbursements as needed.
• Serves as courtroom clerk and performs duties as required by the judge, including technical support, managing court recording equipment, Zoom trials, and all other types of remote courtroom proceedings assigned to the Violations Bureau.
• Handles court scheduling, including hearings, motions and other correspondences.
• Dockets, processes, and files matters with the Violations Bureau (e.g., officer tickets, answers, financial documents, returns from court, return mail, dismissals, etc.).
• Handles and prepares abstracts, suspensions, and restorations for the Secretary of State.
• Prepares orders and correspondence for judges (reopenings, extensions, dismissals, etc.).
• Communicates and interacts effectively over the telephone, in person and in writing with the public, judges/justices, attorneys, litigants and various state, local, county, and federal agencies.
• Incorporates appropriate voice skills and customer service techniques in all communications to promote positive interactions. Efficiently answers incoming phone calls for the trial courts, Violations Bureau, Administrative Office of the Courts, and the Service Center, while performing all other required duties.
• Uses the court case management systems (MEJIS and Enterprise Justice), Service Center and/or Violations Bureau knowledge bank, Judicial Branch website, intranet, and other sources of information to fully respond to public inquiries. Maintains confidentiality related to cases and parties.
• Assists the Customer Support Supervisor in compiling Service Center data.
• Effectively uses telephone system, Brightmetrics, and CallTracker software to maintain coverage for all incoming lines, to manage and fully resolve a high volume of calls within target timeframes, and when necessary, to transfer calls to other court locations.
• Works collaboratively with court staff to clarify information and provide information to callers.
• Recognizes and documents trends in calls, stays current on changing forms and court procedures, and helps maintain an accurate and complete Knowledge Bank.
• Identifies local court data entry consistencies and inconsistencies, which impact availability of accurate and timely information for callers.
• Uses a wide range of enterprise-wide computer applications, including those designed for document sharing such as Teams, docketing, file management, OneDrive, etc.
• Reviews all fines, counsel fees, and other monies owed on a statewide basis prior answering questions related to the disbursement of bail.
• Responsible for preparing juror correspondence, including coordinating with the Bureau of Motor Vehicles to solicit names for potential jurors, prepares jury lists, maintains mailing supplies, sends questionnaires to prospective jurors, and updates juror records when mailings are returned undeliverable.
• Conducts records research in the court case management system.
• Performs administrative duties, such as monitoring supplies and forms, as requested by the Clerk or other supervisor.
• Manages virtual courtroom for proceedings held over Zoom or other virtual format.
• Operates various equipment used in the courtroom including: For the Record (FTR) digital software, analog electronic recording systems, courtroom sound systems, assisted listening devices, video monitors, DVD and VHS player/recorder units, interactive video conference systems; MAC and PC systems; and other courtroom related technology.
• Travels to other courts or judicial branch worksites when required.

Minimum Education/Skills/Experience/Training Required to be considered for Employment :

• Graduation from High School or GED Associates Degree preferred.
• Two years experience responding to customer inquiries using software and databases required.
• Call center experience preferred.
• Experience in trial courts is preferred.

Skills/Experience/Training Required to Adequately Perform Job Duties :

• Knowledge of basic office procedures.
• Supervisory experience in an office setting or relevant supervisory training.
• Ability to plan, assign, and supervise the work of a small number of subordinate employees in an effective and positive manner.
• Ability to train and mentor employees, and to provide ongoing performance coaching.
• Ability to manage office conflict.
• Skill in the use of customer services principles.
• Knowledge of the principles of progressive discipline.
• Accurately keyboard or type not less than 45 words per minute.
• Ability to complete work with accurate attention to detail.
• Ability to interact effectively with the public, supervisors, other court staff, judges/justices, attorneys, and others in a variety of situations and circumstances.
• Ability to understand and follow oral and written instructions.
• Basic writing, spelling, and grammatical skills.
• Ability to perform basic mathematical functions and the ability to accurately receive and distribute funds.
• Ability to understand and follow administrative and clerical procedures governing clerks' offices, including instruction manuals, as well as Judicial Branch policies and procedures.
• Ability to understand court procedures, legal documents, laws, and legal factors pertaining to the court system.
• Ability to maintain confidentiality of sensitive Judicial Branch information.
• Ability to learn detailed computer applications.
• Proficiency in the use and care of office equipment, including typewriters, computers, calculators, copy machines, postage machines, and fax machines, and the ability to learn to use other equipment, cash drawers, credit card readers, and video conferencing.
• Ability to work both independently and as part of a team.
• Ability