Judicial Services Specialist 3

State of Oregon – Oregon

Initial Posting Date:


Application Deadline:



Judicial Department

Salary Range:

$2,826 - $4,603

Position Type:


Position Title:

Judicial Services Specialist 3

Job Description:

This position is represented by the American Federation of State, County, and Municipal Employees (AFSCME) labor union.

Note: The close date for this job posting is extended to increase the size of the applicant pool. If you previously applied, you do not need to reapply.

Application Tips: Workday requires you to complete your application in one session and it times out quickly. Have all required materials (see Application Instructions below) complete and ready to cut and paste or attach in the questions section of your application. Job postings close at 12:00 a.m. on the close date listed.

This recruitment will be used to fill two (2) Judicial Support Specialist 3 positions on the judicial support team with Yamhill County Circuit Court. The successful applicant(s) will be a problem solver who manages a changing workload in a high-volume, fast-paced environment and is able to learn and perform other duties as support to coworkers within the work unit.


Typical job duties may include, but are not limited to, the tasks listed below. Assigned duties 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.
  • Courtroom Duties

  • Operate digital recording equipment, in a courtroom, while simultaneously performing data entry. This includes system testing, audio monitoring, and creation of detailed log notes.
  • Complete courtroom forms as needed for daily hearings.
  • Case Processing Duties

  • Schedule arraignments, hearings, and trial dates in case management system. Enter onto the case register of action all documents filed.
  • Prepare warrants of arrest and prepare bench warrants as ordered by the judge. Recall warrants as ordered by the court.
  • Prepare criminal file documents (e.g., show cause orders, general orders, judgments or any other documents) as necessary.
  • Respond to requests for information and perform related tasks received from the public, agency partners, litigants, attorneys, other court staff, and judges. Requests are received via telephone, in-person, and electronically.
  • Complete and fill out court required documents and forms.
  • Process incoming mail.
  • Court Calendaring Duties

  • Act as technical specialist for scheduling, re-scheduling, organizing, balancing court dockets, resources, and transactions relating to criminal arraignments, pleas, trials, probation violation hearings and criminal motions hearings.
  • Respond to questions regarding case management and processing received from attorneys, litigants, representatives of other agencies, and the public. Questions are received in person and by phone.
  • Prepare dockets.
  • Schedule and re-schedule hearings, trials, and settlement conferences.
  • Enter case-related information into Odyssey, OJD s electronic case management system.
  • Jury Duties

  • Assist jury coordinator. Draw and determine the number of jurors needed in the coordinator s absence.
  • Provide orientation for potential jurors. Explain jury procedure and process to each panel.
  • Review and analyze juror responses and requests.
  • Assist with administrative and management duties for jury; excuse and defer jurors.
  • Transcript Coordinator/Appeals Clerk Duties

  • Monitor YAM-Appeals mailbox. Receive Notices of Appeal filed with the Court of Appeals COA). Enter documentation into Odyssey.
  • Find hearings designated in the record and create audio files from FTR for transcription. Assign transcribers and electronically transmit audio and print documents to assigned transcriber.
  • Receive various Notices related to the appeal and enter those into Odyssey.
  • Enter requests for records in Odyssey. After documents are readied by Operations Staff, prepare appeals record in Odyssey and electronically transmit trial court records.

    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 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 angry, hostile, confused, and frustrated.
  • Conventional office work environment with long periods of sitting.
  • Daily use of office equipment including telephone, personal computer, copy machine, scanner, printer, fax machine, and digital recording equipment. There is extensive computer work.
  • The ability to apply careful time management, prioritize work, multi-task, and detail orientation to complete work accurately and in compliance with required timelines is required.
  • Many tasks are performed in a courtroom setting with pressure to complete tasks accurately and quickly.
  • Regular attendance is an essential function required to meet the demands of this job.

    Minimum Qualifications
    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 (3) years that typically supports the knowledge, skills, and abilities for this position.

    Special Qualifications

    Requested Skills and Attributes

  • Skill accurately performing a variety of clerical or administrative support tasks in a busy business or professional setting.
  • Proficiency assisting customers who are upset, angry, or hostile, or in other challenging circumstances.
  • Experience identifying and safeguarding confidential information and materials.
  • Experience managing complex calendars for multiple events, resources, or people.
  • Skill using a computer to enter and retrieve information and perform a variety of tasks.
  • Proficiency using an electronic document management system (such as Odyssey, OJD s Oregon eCourt system).
  • Experience working for the Oregon Judicial Department or in another court.

    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 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: YAMJSS3-REQ-7161 (your last name).
  • Do not exceed 2 pages or approximately 1,000 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.


    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 I9 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.
    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.


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