This posting is for a Judicial Services Specialist 2 court clerk position with the Coos County Circuit Court at the North Bend Annex in North Bend, Oregon.
For the initial three month period, the main purpose of this position will be to assist the court in getting ready f or the implementation of an electronic content management system, called Odyssey. This will involve the use of computer scanning equipment. Afterward, the main purpose of this multi-focused position is to perform a wide variety of computer and clerical work in preparation, maintenance, and processing of violation case types for the Coos County Circuit Court. This position will receive payments for the court as a cashier both in person and over the phone. This requires a thorough knowledge and understanding of the Court’s Violation Bureau and general operation of the Small Claims, Probate, Eviction, and Stalking case types.
The person in this position will be required to perform all record and case related processing functions, data entry, and provide public assistance to those who appear in person and by telephone for the Coos County Circuit Court.
Duties & Responsibilities:
Typical job duties may include, but are not limited to, the tasks listed below. Assigned tasks may be changed to accommodate workload and organizational needs.
General Case Processing:
- Responsible for the complete handling of assigned cases from the time they are filed with the court until they are no longer active with court.
- Review all material for completeness, mark documents as filed, open cases in the case management system, process all documents pertaining to the court case, and schedule all hearings, arraignments and trials pursuant to appropriate rules and procedures.
- Enter all judgments associated with case, inform parties (when required) about mandatory court programs.
- Complete various court forms as ordered by the judge. Process requests for continuance of trials submitted by either party, determine if request is timely and within court policy, take appropriate action and notify parties.
- Assist the public, other agencies, attorneys and stakeholders at the counter and on the phone, make copies of documents as needed for the same group of entities.
- Complete all other duties associated with a case for each particular case type.
Cashier Duties:
- Process payments by mail, counter and phone via cash, check, money order or credit card. Perform license reinstatements for collection agencies and take traffic pleas for North Bend Court.
- Prepare daily bank deposits and daily cash detail for cash drawer.
- Process and complete work on daily reports, send out auto generated letters.
- Assist the public and government agencies with requests regarding financial information/payment history and sanctions status by phone and in person. Make copies upon request. Certify upon request.
General Court Duties:
- Perform all duties in the courtroom associated with operating the digital recording equipment. This includes testing the system, monitoring of the audio as well as creation of detailed log notes to include the case number, case type, parties, witnesses, exhibits, objections, rulings and judgments.
- Archive duties:
- Prepare cases for laserfiche scanning and scan cases onto laserfiche.
- Pull cases from archives (microfilm, laserfiche and paper copy of files) when needed and copy cases per requests.
- Prepare cases for laserfiche scanning and scan cases onto laserfiche.
- Answer multi-line phone – direct calls to appropriate offices and answer basic questions about court cases by accessing the Oregon Judicial Information Network.
- Access the safe as needed.
- Extensive computer use required along with the ability to multi-task and prioritize work.
Working Conditions
This is a full time position and the work schedule is currently Monday through Friday, 8:00 a.m. to 5:00 p.m. It is eligible for overtime compensation for hours worked in excess of 40 per work week.
Frequent phone and in-person contact with the public and customers at times who are angry, hostile, confused, or frustrated.
Frequent phone and in-person contact with people from diverse backgrounds.
Occasional exposure to hostile litigants, dangerous persons, and high risk inmates and incidents.
Fast-paced office environment with multiple time deadlines daily, including a heavy volume of data entry and customer service requiring detail orientation, a team work philosophy, and multi-tasking abilities.
Lifting up to 25 lbs. of office materials or equipment may be required.
Long periods of sitting and standing are required.
Office working space is not well ventilated and may have wide fluctuations in temperature.
The following equipment may be used: telephone, calculator, personal computer, printer, copy machine, fax machine, and scanner.
Qualifications, Required & Requested Skills:
Minimum Qualifications
The qualified candidate must have at least one year of responsible, clerical experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.
AND
Possession of a high school diploma or GED, or equivalent life or work experience.
OR
Any combination of education or experience equivalent to two (2) years of experience that typically supports the knowledge, skills, and abilities for this position.
Preference will be given to applicants who:
- Type at least 45 words per minute (wpm); and
- Have at least one year of work experience in the past five years assisting the public in person and over the telephone in a fast-paced environment.
- Have recent and relevant computer experience.
Preference may be given to applicants with:
- experience providing public service to the public;
- experience with cash handling;
- experience working in a high production environment; and
- experience following and explaining policies and procedures.
Bilingual applicants are encouraged to apply.
Application Processing
Depending on the volume of applications received for this recruitment, you should allow four weeks after the close date to be notified concerning the review of your application.
This job announcement may be used to fill future vacancies in this class of work. Apply now if you are interested in this/or future vacancies.
Application Screening
In order to evaluate your experience as it relates to this position, we need your responses to the supplemental questions. Please respond completely to the supplemental questions in the space provided; they will be the sole basis for determining which applicants, among those who meet the minimum qualifications, will be provided an interview. Failure to respond to each question in the space provided for that question may result in disqualification of your application.
The space provided will expand to accommodate additional text beyond the area shown. You may cut and paste text into the space provided from a word processing program, such as Word, WordPerfect, or Notepad. Note that formatting such as bolding, italics, indents, and certain lists will be removed from your pasted text ( plain text only ). Please do not exceed two pages of text for each answer.
Your application materials must be consistent in order to be considered. If the information contained in your answers to each of the supplemental questions is not reflected in your application materials, your application may be removed from consideration.
Please note that your responses will also be evaluated for English usage, grammar, spelling, and punctuation.
Inquiries and Requests for Alternate Formats
Please direct inquiries and/or requests for an alternate format to complete the screening process, by the closing date of this announcement, to:
Mail:
Coos County Circuit Court
Trial Court Administrator’s Office
250 N. Baxter Street
Coquille, OR 97423-1852
Telephone:
(541) 396-4064
TTY:
Oregon Relay Service – 711
Please be prepared to describe the alternate format(s) needed.
Technical Support
If you are having technical difficulties applying for this position, please read the “Online Employment Application Guide” or our “Applicant Frequently Asked Questions” page.
Additional Information:
Salary
The Judicial Department’s practice is to begin employees at the first pay step. However, a higher starting pay rate may be considered depending upon the applicant’s current salary and benefits, education, and experience. For current non-temporary OJD employees, JDPR 4.03(3)(d) states that upon promotion an employee shall normally receive a one-step pay increase from the employee’s current pay rate (not including differentials under JDPR 4.07) to the next higher rate in the salary range to which the employee is promoted. JDPR 4.03(3)(e) states that upon transfer to another position with the same salary range, the transferring employee retains the same pay rate.
Conduct Expectations
Because of the Oregon Judicial Department’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 also to maintain those same high standards when taking actions in their personal lives that could reflect on the Department.
Criminal History Check
The selection process includes a criminal history check using the Law Enforcement Data System (LEDS). Felony convictions may be an automatic bar to employment. Misdemeanor convictions will be reviewed on a case-by-case basis and may be a bar to employment if the circumstances of the crime are directly related to the duties and responsibilities of the position for which application is made.
Depending on the job, in addition to the criminal history check described above, you may be required to pass an Oregon State Police/Federal Bureau of Investigation background check and consent to finger printing by the Oregon State Police. This is necessary due to the access level and handling of sensitive and confidential data required of some jobs.
Visa Sponsorship
The Oregon Judicial Department does not offer H1-B Visa sponsorship. Within three days of hire, you will be required to complete the United States Department of Homeland Security’s I-9 form confirming authorization to work in the United States.
Bilingual Pay Differential
Some employees may be assigned to use bilingual skills in the regular performance of the employee’s duties. An employee who, as assigned in writing by the administrative authority, uses bilingual skill(s) (including American Sign Language) in the performance of assigned duties and who passes the bilingual skill proficiency test(s) approved by the State Court Administrator, shall receive a monthly pay differential equal to an additional step for the duration of each assignment as determined by the administrative authority.
THE OREGON JUDICIAL DEPARTMENT IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO A DIVERSE WORK FORCE. WE RESPECT, REFLECT, AND RESPOND TO THE DIVERSE PEOPLE WE SERVE.
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