Judicial Services Specialist 2 (Criminal Calendaring/Traffic Clerk)

State of Oregon – Oregon

Initial Posting Date:

04/13/2019

Application Deadline:

04/26/2019

Agency:

Judicial Department

Salary Range:

$2,565 - $4,176

Position Type:

Employee

Position Title:

Judicial Services Specialist 2 (Criminal Calendaring/Traffic Clerk)

Job Description:

Application Tips:

  • Job postings close at 12:00 a.m. on the close date listed; that means you must submit your application no later than 11:59 p.m. on the day before the close date.
  • Workday times out after approximately 20 minutes of inactivity.
  • You must create a separate document and answer the narrative questions found in the Attachment Instructions below . When applying, a designated section is provided at the end of the questions section to attach your document. Do not use the Resume/Cover Letter section to drop or select your file into your application.
  • This is a Criminal Calendaring /Traffic Clerk position in the Criminal Calendaring/Traffic Unit of Multnomah County Circuit Court .

    The 4th Judicial District is the largest in the State of Oregon. The Multnomah Circuit Court is responsible for approximately 500,000 new case filings and over 3 million document filings each year including felony, misdemeanor, domestic relations, juvenile, probate, and civil cases. The Multnomah Circuit Court serves as the municipal court for the cities of Portland and Gresham, handling small claims, landlord/tenant matters, and parking, traffic, and Tri-Met violations. The Circuit Court has over 320 staff, including 14 hearings referees, and 38 elected judges working in four courtroom facilities in Multnomah County. The Multnomah Circuit Court also operates in several additional facilities for records archives, scanning, and applications training. The Oregon Judicial Department (OJD) has transitioned from a paper-based system to Oregon eCourt, and court files and documents are maintained as electronic records.

    The Criminal Calendaring/Traffic Unit has many facets. The work of this unit affects the operation of the entire Criminal Court System for Multnomah County and helps to ensure that cases are moving forward in a timely and efficient manner as well as establishing fair and equal procedural standards for each individual that interacts with the Criminal Calendaring/Traffic unit.

    The purpose of this position is to perform general clerical or administrative support duties related to court operations. This includes performing tasks related to customer service, data entry and retrieval, financial transactions, courtroom clerking, and backup coverage. This employee is a critical member of the Criminal Calendaring/Traffic team. This position requires a working knowledge of both courtroom procedures and court schedules.

    DUTIES & RESPONSIBILITIES
    Typical job duties include, but are not limited to, the tasks listed below. Assigned tasks may be changed to accommodate workload and organizational needs.

  • Follow Court and Oregon Judicial Department (OJD) processes, procedures, guidelines, and statutory or other timelines 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.
  • Customer Service Responsibilities

  • Assist the general public, customers, attorneys, litigants, representatives of partner agencies, and court staff via the customer service counter, telephone, and email.
  • Answer questions and provide assistance related to court procedures and policies, the status of cases, and scheduling court dates.
  • Provide referral information to defendants for court ordered programs and register them for those classes.
  • Contact other departments for clarification on procedures when necessary./Forward calls to court clerks and judicial departments when appropriate.
  • Review, accept, and file pleadings submitted to the court in criminal and violations cases. Route paperwork to the appropriate location.
  • Accept and receipt payments for filings, fines, bail, and other monies.
  • Check defendants into arraignment court.
  • Clerical and Administrative Responsibilities

  • Enter specific data accurately into the case management system (Odyssey). Compile data as required for preparation of criminal dockets.
  • Prepare court orders. Locate additional information by contacting trial departments, if necessary, to ensure that data is correctly entered according to judicial order.
  • Prepare and distribute criminal calendars to public entities and to the appropriate trial departments.
  • Review and modify various criminal calendars for accuracy.
  • Enter dispositions and sentence violation cases.
  • Balance cash drawer.
  • Courtroom Clerk Responsibilities

  • Take and enter court minutes.
  • Operate audio recording and video conferencing equipment.
  • Perform real time data entry during court proceedings.
  • Enter dispositions, fine amounts, judgments, orders, amended charges, and events into the case management system.
  • Track exhibits and witnesses.
  • Other Responsibilities

  • Provide backup coverage for other clerks and docket processors due to breaks and other absences.
  • Perform other duties as assigned by the supervisor or lead worker to address changes or needs within the department.
  • WORKING CONDITIONS
    The work schedule for this position is 8:00 am to 5:00 pm, 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.
  • 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.
  • Regular use of the following office equipment: telephone, personal computer, copy machine, fax machine, scanner, digital recording equipment, and other electronic devices.
  • Long periods of sitting each day. Data entry for up to eight hours per day with frequent interruptions.
  • QUALIFICATIONS, REQUIRED & REQUESTED SKILLS
    Minimum Qualifications
    The qualified applicant 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 and experience equivalent to two (2) years that supports the knowledge, skills, and abilities for this position.

    Special Qualifications
    (verifiable in your application)
    None

    Requested Skills and Attributes
    (verifiable in your application)

  • Skill accurately performing a variety of clerical or administrative support tasks in a busy business or professional setting.
  • Proficiency communicating effectively with a variety of individuals in challenging circumstances.
  • Skill explaining processes, procedures, or policies.
  • Experience identifying and safeguarding confidential information and materials.
  • Proficiency adjusting tasks and work to meet changing requirements and required time constraints and deadlines.
  • Skill and accuracy when using computers to enter and retrieve information and perform a variety of tasks.
  • Experience working in a court or other legal environment.
  • APPLICATION INSTRUCTIONS

    You must complete and submit your application, respond to all parts of each application question, and attach the document as instructed below. Failure to follow these instructions may result in your application materials being removed from consideration or in receiving a lower score during evaluation. Only documents specifically requested in the Attachment Instructions below will be considered.

    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. Additionally, your experience described in the answers to the questions or attachments, must be reflected in the Work Experience portion of your application.

    Attachment Instructions

    You must attach a document to your application following the instructions below. The document is attached in a designated section when you are answering the application questions. Do not attach this document in the Resume/CV section of the application. Follow these instructions:

  • Name your document: MULJSS2-REQ-8077 (your last name).
  • Do not exceed 4 pages or approximately 2,000 words.
  • Use a font no smaller than 11 points.
  • Respond to each point/question using the same number/order.
  • Respond to each of the four questions below.
  • 1. Court customers are often facing some of the most challenging circumstances in their lives. The employee in this position must remain professional and helpful.

    Describe the types of processes, procedures, rules, or policies you explained to customers and give an example of a challenging customer you worked with (identify the issues, explain what you did to address the issue, and what, if anything, you would do differently).

    2. Identify types of confidential information you regularly had charge of safeguarding; the steps you took to determine whether the requested information or materials were confidential; and the steps you took to ensure the individual asking for the information or materials was entitled to view or have access.

    3. The employee in this position spends most of the workday entering information into, and retrieving information from, a computer by using a variety of databases and applications. They also revise or complete forms, prepare and revise documents, and respond to correspondence, and prepare documents and reports.

    Describe your computer use in a business or professional setting, including the applications you used and why; your level of responsibility and how often your work was reviewed for accuracy and completion; your level of familiarity with electronic document filing and management systems and where you gained your experience; and examples of the types of documents you have created, updated, or revised as part of your job duties.

    4. The responsibilities of this position require accurate daily processing of large volumes of work within strict deadlines and tight time constraints.

    Describe the methods, techniques, or approach you employ to prioritize and adjust your tasks and duties to meet changing requirements; the types of deadlines or time constraints you were required to meet; and what the result would be, if you missed a deadline.

    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.
    United States Employment Eligibility
    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.
    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.
    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 after they receive an email in their Workday in box requesting the information to verify eligibility. The action item, asking veterans to attach their documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.
    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 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.
    Employee Benefits
    Click here to access information specific to Oregon Judicial Department employee benefits.
    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 Workday related questions, please email Workday.Help@oregon.gov. Oregon government job application information and resources are available at https://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 IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY.

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