Court Operations Specialist (Family/Civil Case Management & Set Aside Clerk)

$52,356 - $81,228/Yr

Unclassified - Dallas, OR

Part-time - Entry Level

Dallas, OR

About the position

The Oregon Judicial Department (OJD) is seeking a Court Operations Specialist (Family/Civil Case Management & Set Aside Clerk) to join the Polk County Circuit Court in Dallas, Oregon. This full-time position plays a crucial role in managing family and civil cases, ensuring that court operations run smoothly and efficiently. The successful candidate will be responsible for reviewing domestic relations cases for completion, assessing cases for hearing readiness, and coordinating with staff to schedule, modify, or remove court settings as necessary. This role requires a high level of attention to detail and the ability to communicate effectively with both court staff and the public. In this position, you will accept, review, and file court pleadings and cases, both in hard copy and electronically. You will assist customers through various channels, including phone, mail, electronic communication, and in-person interactions. Additionally, you will process motions, declarations, and orders to set aside, as well as schedule contested set-aside cases. Case management responsibilities will include tracking strict timelines and objections, processing court records requests using the Odyssey case management system, and reviewing confidential records to determine their appropriate handling. The role also involves assisting at the front counter, where you will interact with customers, review documents for accuracy, and handle payments of costs, fees, fines, and other monetary transactions. You will be cross-trained in all aspects of court operations, allowing you to assist wherever needed. The position may require flexibility in assigned tasks to accommodate workload and organizational needs. OJD values diversity and encourages candidates from all backgrounds to apply, emphasizing the importance of community impact and access to justice services.

Responsibilities

• Review domestic relations cases for completion and hearing readiness.
• Communicate with staff to schedule, remove, or modify court settings.
• Accept, review, and file court pleadings and cases in hard copy and electronic formats.
• Assist customers via phone, mail, electronic communication, and in person.
• Process motions, declarations, and orders to set aside.
• Schedule contested set-aside cases and manage case timelines and objections.
• Process court records requests using the Odyssey case management system.
• Review confidential and in-camera records for appropriate handling.
• Assist at the front counter by interacting with customers and reviewing documents for accuracy.
• Handle payments of costs, fees, fines, and other monetary transactions.

Requirements

• High school diploma or equivalent.
• Four years of responsible administrative experience in a moderately complex office or business setting, demonstrating the necessary knowledge, skills, and abilities for this position.
• Any combination of education and experience equivalent to four years that supports the knowledge, skills, and abilities for the position.

Nice-to-haves

• Experience working with complex progression of steps in a case or performing case management in a legal setting.
• Experience performing a variety of clerical or administrative support tasks with strict deadlines in a fast-paced environment.
• Experience using various software programs to access and input information.
• Experience responding professionally to customers facing challenging life circumstances or trauma.
• Skill in writing and reviewing documents for accuracy and completeness.
• Experience identifying and safeguarding confidential information.
• Experience handling cash or monetary transactions.

Benefits

• 95% to 99% coverage of medical insurance premiums for full-time employees, including mental health coverage.
• 10 paid holidays, 2 floating holidays, and 3 personal business days.
• Separate sick and vacation paid leaves, prorated for part-time employees.
• Optional insurances and flexible spending plans.
• 5% allowance for bilingual skills if applicable.