Court Operations Specialist (Judicial Court Clerk)

$52,356 - $81,228/Yr

Unclassified - McMinnville, OR

Part-time - Entry Level

McMinnville, OR

About the position

The Oregon Judicial Department (OJD) is seeking a Court Operations Specialist (Judicial Court Clerk) for the Yamhill County Circuit Court in McMinnville, Oregon. This is a full-time, limited duration position funded through June 30, 2025, with the possibility of continuation based on available funding. The role is crucial in supporting the court's operations and ensuring that the public receives the necessary assistance in navigating the judicial system. The ideal candidate will be someone who is passionate about public service and is committed to making a positive impact in the community. In this position, the Court Operations Specialist will be responsible for setting up the courtroom and attending court sessions to complete various forms, swear in witnesses, mark exhibits, and manage juries. The specialist will also be tasked with making electronic records of all court proceedings, tracking events and pending actions for judges, and monitoring motions, orders, and other paperwork. Additionally, the role involves accepting and recording documents filed with the court, checking these documents for accuracy and completeness, and processing orders, judgments, and decrees. Filing, archiving, and retrieving records will also be part of the job responsibilities. Customer service is a significant aspect of this role, as the specialist will assist attorneys and litigants by answering questions, scheduling appearances, and providing information about court procedures and policies. This will involve direct interaction with the public, both in person and over the phone, requiring a high level of professionalism and tact. The specialist will also perform data entry, process paperwork, and manage the arraignment docket, which includes scheduling appearances and generating calendars. Cross-training with other Court Operations Specialists will be necessary to ensure coverage for various tasks as needed. The work environment is dynamic, with frequent interruptions and a high volume of interactions with individuals from diverse backgrounds, including those facing challenging life circumstances. The position requires the ability to maintain composure and professionalism in stressful situations, as well as the capacity to handle sensitive information with discretion. Overall, this role is integral to the functioning of the court and requires a dedicated individual who values justice and public service.

Responsibilities

• Set up the courtroom and attend court sessions to complete forms, swear in witnesses, mark exhibits, and manage juries.
• Make electronic records of all court proceedings and track events and pending court actions for a judge.
• Monitor motions, orders, and other paperwork related to court cases.
• Accept and record documents filed with the court, ensuring accuracy and completeness.
• Process orders, judgments, and decrees of the court, and file, archive, and retrieve records as needed.
• Assist attorneys and litigants by answering questions and providing information about court procedures and policies.
• Schedule appearances and manage the arraignment docket, including generating calendars and distributing copies.
• Perform data entry and process paperwork for civil commitments and other court-related tasks.
• Field calendaring questions from court staff and participate in cross-training with other Court Operations Specialists.

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 performing a variety of clerical 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.
• Experience demonstrating tact and diplomacy when providing customer service to a variety of individuals in challenging circumstances.
• Experience explaining processes, procedures, or policies.
• Skill in reviewing documents for accuracy and completeness.
• Experience identifying and safeguarding confidential information and materials.
• Experience coordinating schedules and maintaining calendars.

Benefits

• 95% to 99% of medical insurance premiums paid for full-time employees, including mental health coverage.
• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves.
• Optional insurances and flexible spending plans available.
• 5% allowance for bilingual skills if applicable and assigned to use those skills on the job.
• Potential eligibility for a 5% annual increase for new candidates.