Court Operations Specialist (Jury Coordinator/Court Clerk)

Initial Posting Date:

Application Deadline:

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Open Until Filled: The close date of this posting is continuous. This means that the announcement will remain open until the position is filled; however, applications will be processed every Tuesday, starting November 12, 2024, and the announcement may close at any time after that. Apply now if you are interested in this position. Pay close attention to the cover letter requirements. Applicants may be disqualified if their cover letter does not include all the required descriptive topics.

Who We Are

Oregon Judicial Department (OJD) serves the public, and the people we serve may be facing challenging life circumstances, high levels of stress, or confusion about their next steps. The work you will do in this role affects members of our community who come to the court to have their cases resolved. We need people who want to impact their communities, value OJD’s efforts to remove barriers to access justice services, and welcome interacting with the public.

We are committed to building a diverse, inclusive team and encourage candidates of all backgrounds to apply. We consider relevant work, lived experience, and education, plus any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position. We welcome all candidates who are inspired by our work and mission. 

Benefits to You

• We pay 95% to 99% of medical insurance premiums for full-time employees, including mental health coverage.

• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves (prorated for part-time employees), and other employee benefits such as optional insurances and flexible spending plans.

• OJD will pay you a 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.

• In this job profile, we offer candidates new to OJD the first step of the salary range. You are potentially eligible for a 5% annual increase.

Position Highlights

The Wallowa County Circuit Court in Enterprise, Oregon, is hiring a Jury Coordinator/Court Clerk (Court Operations Specialist).

In this role, you will process jury summonses, excuse and defer jurors, assign grand jurors, check in jurors for service, organize and present juror orientations, swear in jurors, answer questions, process juror payments, and update jury forms. You will prepare the courtroom and the jury room. When court is in session, you will coordinate video and phone conferences, record court proceedings, keep log notes, process and record evidence, mark exhibits, swear in witnesses, and provide clerical support to the judge and attorneys.

Additionally, you will manage and review cases involving protective orders, juvenile matters, civil commitments, small claims, name changes, child support, and adoptions. You will enter new traffic citations, answer questions about suspended licenses and court processes, advise customers of their options, accept pleas, and determine eligibility for special programs. You will also process, review, copy, and certify court documents.

You will provide information, directions, and customer service to the public, jurors, attorneys, litigants, law enforcement officers, probation officials, and criminal defendants. You will help self-represented litigants, explain court collection processes, help customers complete financial statements, set up accounts, accept and process payments, issue official receipts, and prepare daily deposits. You will also be a liaison to our local administrators and OJD’s Business and Fiscal Services Division, monitor reports, and maintain the traffic and accounting department’s process manual.

You will often be the only staff member on duty, so you will receive cross-training to provide coverage throughout the entire court, including backing up the Treatment Court Coordinator. You will also participate in local, regional, and statewide training and educational programs.

Assigned tasks may be changed to accommodate workload and organizational needs. 

Instructions for Cover Letter and Work History/Resume – Your Cover Letter must include the information described below.  If your Cover Letter does not meet these requirements, your application may be disqualified.

Your cover letter and work history/resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below.

Cover Letter Requirements

• Attach your cover letter (not to exceed three pages) in the Resume / Cover Letter section of the application. Your cover letter and filename should include your name.

• In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.

• Address the cover letter “To the Hiring Manager.”

• Prepare your cover letter before starting your Workday application.

• Do not use a generic cover letter; please personalize your cover letter and incorporate the required responses outlined below for this position. We read every letter.

• The body of your cover letter must include descriptive responses to the following Requested Skills and Attributes:

  • Describe your experience performing a variety of clerical or administrative support tasks with strict deadlines in a busy business or professional setting.

  • Describe your experience using a variety of software programs to access and input information and complete various tasks.

  • Describe your experience demonstrating tact and diplomacy when providing customer service to a variety of individuals in challenging circumstances.

  • Describe your experience reviewing documents for accuracy and completeness.

  • Describe your experience handling cash, other monetary transactions, generating receipts, and crediting accounts.

  • Describe your experience coordinating activities and following established guidelines for a program or ongoing project. 

Work History/Resume

• Attach your updated resume in the Resume / Cover Letter section of the application. Your resume and filename should include your name.
  
  OR 

• Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.

Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience.

The application deadline is 11:59 p.m. on the date listed above.

Minimum Qualifications

(These must be evident in your resume or work history, see cover letter requirements above)

The qualified candidate must have a high school diploma or equivalent.

AND

Four (4) years of responsible administrative experience in a moderately complex office or business setting demonstrating the knowledge, skills and abilities needed for this position.

OR

Any combination of education and experience equivalent to four (4) years of experience that typically supports the knowledge, skills, and abilities for the position.
 

Special Qualifications

(These must be verifiable.)

None.

Requested Skills and Attributes

(These must be addressed in your cover letter.)

• Experience performing a variety of clerical or administrative support tasks with strict deadlines in a busy business or professional setting.

• Experience using a variety of software programs to access and input information and complete various tasks.

• Skill demonstrating tact and diplomacy when providing customer service to a variety of individuals in challenging circumstances.

• Skill in reviewing documents for accuracy and completeness.

• Experience handling cash, other monetary transactions, generating receipts, and crediting accounts.

• Experience coordinating activities and following established guidelines for a program or ongoing project. 

Working Conditions

• This is a full-time position, and the work schedule is 8:00 a.m. to 5:00 p.m. Monday through Friday. This position is eligible for overtime compensation for hours worked in excess of 40 per workweek.

• Occasional after-hours or overtime work may be required.

• Local and overnight travel for training and meetings will be required.

• Frequent phone and in-person contact with people from diverse backgrounds.

• Frequent phone and in-person contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma.

• Long periods of sitting or standing.

• Regular use of the following equipment: electronic recording equipment, video/telephone conferencing equipment, telephone, OJD-assigned computer with multiple monitors, copy machine, fax machine, and scanner.

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.

Reference Checks

By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product.

United States Employment Eligibility
OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security's I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States.

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 inbox 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.

Conduct Expectations
Because of OJD'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. As an employee, you will be expected to preserve the confidentiality of information received in the course of OJD employment.

Pay Equity
As an employer, OJD complies with Oregon’s pay equity law. In this job profile, we offer candidates new to OJD the first step of the salary range. For more information on pay equity, click here.

Employee Benefits
Click here to access information specific to OJD employee benefits.

Public Service Loan Forgiveness

OJD is an eligible employer for the Public Service Loan Forgiveness program. To learn more about this program, and how to qualify, please click here.

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.

• Workday related information and resources are available here.

• For questions about a specific OJD job posting, call 503-986-5930 or email ojd.hrsd@ojd.state.or.us.

The Oregon Judicial Department embraces equal opportunity and affirmative action. We are committed to building a diverse team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.