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Judicial Services Specialist 3 (Court Clerk)

Judicial Services Specialist 3 (Court Clerk)
Judicial Services Specialist 3 (Court Clerk)
$2,826.00 - $4,603.00 Monthly
Hood River, OR
Job Type
Judicial Department - State Courts
Job Number
1/23/2019 11:59 PM Pacific
+ Description
+ Benefits
+ Questions
Note: Oregon state government is excited to announce its recruitment system transition from NEOGOV to Workday. This change will take place in February 2019. For more information on how the transition will affect you, please visit the Applicant FAQ.
This is a court clerk with Oregon's Seventh Judicial District at the Hood River County Courthouse in Hood River.
The Seventh Judicial District is composed of five counties, and includes the Gilliam County Circuit Court, the Hood River County Circuit Court, the Sherman County Circuit Court, the Wasco County Circuit Court, and the Wheeler County Circuit Court.
The purpose of this position is to perform a wide variety of complex clerical or administrative support duties primarily supporting court operations for Hood County Circuit Court. This employee performs general data entry, case processing, and customer service tasks and courtroom clerk duties.
Due to the small size of the court, most employees are able to and do assist at each and every desk as necessary and allowable under the accepted practices of OJD. This includes courtroom support, case records processing, mediation and arbitration functions, accounting functions, jury management, juvenile case processing, family court facilitation, drug court coordination program functions and technological support for computer hardware and software programs.
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.
+ Follow court and OJD processes, procedures, and guidelines when performing all tasks and duties.
+ Maintain a high level of professionalism, efficiency, and accuracy.
+ Determine and maintain confidentiality when working with sensitive or confidential information, records, documents, and files.
+ Work and contribute as an effective team member.
Administrative/Clerical Responsibilities
+ Assist the general public, attorneys, litigants, case parties, and other stakeholders via the public service counter, telephone, and electronically.
+ Provide assistance using the court system and answer questions related to court procedures.
+ Retrieve and provide information including the status of cases and court dates.
+ Answer questions and provide assistance to judges and co-workers.
Data Entry, Document, and Case Processing Responsibilities
+ Check pleadings submitted to the court for necessary elements and completeness. Review and accept or reject electronically and conventionally filed documents.
+ Calculate, accept, and receipt money transactions (e.g., cash, money order, check or credit card). Credit payments and add receipts to the appropriate case/account through the electronic case management system. Add party or case information. Identify additional cases with monies owing, as applicable. Balance cash drawer/till daily. Account for all monies handled. Report any discrepancies in balance totals.
+ Complete accurate data entry and management for multiple case types including family law, criminal felonies, misdemeanors, violations, civil, small claims, FED's, and probate cases.
+ Create new cases when appropriate. Perform general data entry, including linking electronic documents to case events. Scan and attach documents. Route documents through appropriate workflow.
+ Determine and take necessary next actions on cases.
+ Record and process orders, judgments, and decrees of the court.
Courtroom Clerk Responsibilities
+ Set up courtroom and jury room. Maintain courtroom supplies, conveniences, neatness, and orderliness.
+ Ensure the security and order of the courtroom.
+ Attend court to coordinate courtroom proceedings.
+ Draw, empanel, and manage juries. Supervise and maintain security of juries. Arrange for meals, transportation, and any personal needs of jurors.
+ Swear in witnesses.
+ Mark, log, and control exhibits.
+ Serve as liaison between jurors, court, and counsel for exhibits, forms, instructions, and questions.
+ Keep trial records. Complete forms, orders, judgments, and other materials generated by court proceedings.
+ Perform real time data entry and enter other data into multiple computer systems.
+ Ensure accurate written or taped records are maintained. Operate FTR recording equipment and complete log notes. Operate video conferencing equipment.
Other Responsibilities
+ Provide coverage and assist team members for breaks, absence, or volume of business.
+ Provide assistance to other clerks when requested by the judge or management.
+ Perform related duties as assigned.
Note: Bilingual court employees, who meet the proficiency requirements, may be assigned to use their bilingual language skills to assist internal and external court customers, in person and on the telephone (for their department and other departments). A differential is paid to court employees who meet the proficiency requirements and are assigned such duties. Bilingual court employees are not permitted to interpret court proceedings.
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. It is eligible for overtime compensation for hours worked in excess of 40 per work week.
Occasional overtime work may be required (evenings or weekends).
Infrequent travel to outlying counties of the judicial district may be required.
A valid driver's license and acceptable driving record is required or be able to provide an acceptable alternative means of transportation.
Frequent phone and in-person contact with people from diverse backgrounds.
Frequent phone and in-person contact with people who may at times be angry, hostile, confused, or frustrated.
Frequent lifting, bending, twisting, kneeling, and standing may be required.
Lifting up to 40 pounds of office material or equipment may be required.
This is a high volume, fast-paced office environment where multi-tasking is necessary to meet statutory or policy deadlines. This employee handles a broad variety of duties, responds and adjusts to the shifting requirements of the judge and co-workers, and must remain calm and efficient under pressure.
Duties are conducted in a typical office setting or in a courtroom. Regular use of the following office equipment: telephone, personal computer, copy machine, fax machine, scanner, and digital recording and video-conferencing equipment.
Qualifications, Required & Requested Skills
Minimum Qualifications
The qualified candidate must have at least two years of responsible, clerical experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.
Possession of a high school diploma or GED, or equivalent life or work experience.
Any combination of education and experience equivalent to three years of experience in a moderately complex business environment.
Special Qualifications
Requested Skills and Attributes
(verifiable in this application)
+ Proficiency performing a variety of complex clerical or administrative support tasks accurately and efficiently in a business or professional setting.
+ Skill multi-tasking in a high volume, fast-paced office environment that includes frequent interruptions or other distractions.
+ Skill communicating effectively with individuals from diverse backgrounds or that may have difficulty understanding.
+ Skill explaining complex rules and procedures to people who are not familiar with them.
+ Proficiency determining and handling confidential, sensitive, or highly controversial information and materials.
+ Skill using a variety of computer software to access and input information, create and revise documents, and complete various tasks.
+ Experience using electronic recording equipment.
+ Proficiency communicating in Spanish.
+ Experience working in a court or other legal environment.
+ Experience working for the Oregon Judicial Department.
Additional Information
Application Instructions
You must complete and submit the application and respond to all parts of each supplemental question. OJD will not consider resumes or cover letters unless they are specifically requested in these instructions.
You must demonstrate, in your application materials, how your work experience and education meet the minimum qualifications, special qualifications, and requested skills and attributes, listed above.
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.
Newly hired employees are required to complete and sign the Employment Eligibility Verification (Section 1 of the Form I-9) no later than the first day of employment and provide evidence of identity and employment authorization to work in the United States within three (3) business days. See Form I-9 for questions about acceptable verification documents. The Oregon Judicial Department does not offer visa sponsorships.
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.
Veterans' Preference
Eligible veterans who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans must attach the appropriate documentation. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.
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 education and experience.
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.
Questions and Support
If you require an alternate format to complete the application process, call 503-986-5930, or TTY: Oregon Relay Service 711 for the hearing impaired. Be prepared to describe the alternate format needed.
For technical help with your login or online application issues, online resources are available at https://www.governmentjobs.com/home/applicationguide. You may leave a voicemail at 855-524-5627 from 6:30 a.m. to 5:30 p.m. (Pacific Time), Monday ? Friday. It may take up to 24 hours to receive a response. If you do not receive a response after 24 hours, you can email technical support at support@governmentjobs.com.
Oregon government job application information and resources are available at http://www.oregon.gov/jobs/Pages/index.aspx.
For questions about a specific Oregon Judicial Department job posting, call 503-986-5930.
The Oregon Judicial Department offers an attractive benefit plan which provides 95% contributions toward Public Employees Benefit Board (PEBB) sponsored individual and family medical and dental insurance. The insurance contributions are pro-rated for employees who work less than full-time.
Retirement benefits include participation in the Public Employee Retirement System (PERS) or the Oregon Public Service Retirement Plan (OPSRP), depending on eligibility.
Other benefits include paid holidays, paid vacation, and sick, personal, and bereavement leaves. Optional benefits include life insurance, long and short term disability, long term care insurance, and participation in the Oregon Savings Growth Plan (deferred compensation).

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