Judicial Services Specialist 3 (Court Clerk/Mediation Clerk)
Judicial Department - State Courts - Baker City, OR

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Job Information
This is a courtroom clerk/mediation clerk position with the Baker County Circuit Court in Baker City, Oregon.

The purpose of this position is to perform case processing functions, data entry, and public assistance over the counter and by telephone for circuit court cases. The person in this position also assigns mediators to domestic cases and provides backup support to fellow team members.

Duties & Responsibilities:
Typical job duties may include, but are not limited to, the tasks listed below. Assigned tasks may be changed to accommodate workload and organizational needs.
Use computer for data entry of civil, criminal, domestic, mental, adoption, probate and juvenile case filings and also for retrieving information. Follow cases for appropriate documentation while maintaining structured time lines.
Wait on the public counter, answer telephones, accept and record documents filed with the court; check for accuracy and completeness; record and process orders, judgments and decrees of the court in accordance with legal requirements and court procedures.
Assist litigants, attorneys and title companies in using the court system and inform them of court procedures and policies; answer questions and correspondence related to court procedure and status of cases. Respond to public, agency and attorney questions regarding court cases and related documentation by telephone and in person.
Process files received from Judge’s desk and other offices by time clocking documents and making copies as required by Judge or policy.
Assign parties eligible for mediation to a mediator, prepare notices and mail out to parties and keep in contact with mediators as to status of mediation.
Prepare and mail out notice to parties required to attend a parenting class.
Assist Judicial Assistant with the Arbitration program when necessary, by assigning cases to arbitration and sending out notices to participating parties.
Assist in opening the daily mail, disbursing mail addressed to the Judge, TCA and appropriate staff and also logging checks onto the money log sheet.
Prepare the Uniform Criminal Judgment during sentencing.
Pay operating bills, mandated payments and SPOTS through the R*STARS program.
Review and verify information; sort, assemble, and organize materials; route and deliver documents to the appropriate parties.
File, archive and retrieve records and documents.
Receipt monies received by mail or over the counter to the appropriate cases(s) on OJIN, in balancing cash drawer at the end of each day and prepare daily bank deposit.
Assist as back-up to the courtroom clerk in court proceedings when needed.
Responsible for preparing and printing of Trust and Revenue checks.
Prepare and type a variety of documents, including correspondence, court orders, forms, records and reports.
Assist in preparing outgoing mail; affix postage and deposit in mail box located outside the courthouse building.
Assist defendants/parties with completion of Affidavits of Income and Assets/Payment Agreements.
Assist in reviewing Vital Statistics forms before sending to Center for Health Statistics to ensure forms are correct and complete and clerk’s signature is affixed to each one.
Scan case files on the Laserfiche scanner for computer storage.
Other duties as assigned by Judge and Trial Court Administrator. Working Conditions 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 overtime hours may be required. Frequent phone and in-person contact with the public, with customers at times who are angry, hostile, confused, or frustrated people. Frequent phone and in-person contact with people from diverse backgrounds. The following equipment may be used: telephone, calculator, personal computer, copy machine, fax machine, and Laserfiche scanner. Lifting up to 25 pounds of office material or equipment may be required. Long periods of sitting are required.

Qualifications & Desired Attributes:
Minimum Qualifications
The qualified candidate must have 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 two years of responsible clerical experience.

Preference may be given to applicants with experience:
working for the Oregon Judicial Department (OJD);
providing customer service to the public in person and by telephone;
working with confidential information; and
using computer equipment to enter and retrieve information;
Preference will be given to applicants typing accurately at a minimum speed of 45 words per minute. Be sure to identify your current typing speed in the Skills section of your Employment Application.

Bilingual applicants are encouraged to apply.

Application Processing
Depending on the volume of applications received for this recruitment, you should allow four weeks after the close date to be notified concerning the review of your application.
This job announcement may be used to fill future vacancies in this class of work. Apply now if you are interested in this/or future vacancies.

Application Screening
In order to evaluate your experience as it relates to this position, we need your responses to the supplemental questions. Please respond completely to the supplemental questions in the space provided; they will be the sole basis for determining which applicants, among those who meet the minimum qualifications, will be provided an interview. Failure to respond to each question in the space provided for that question may result in disqualification of your application.
The space provided will expand to accommodate additional text beyond the area shown. You may cut and paste plain text into the space provided from a word processing program, such as Word, WordPerfect, or Notepad. Note that formatting, such as bolding, italics, indents, and certain lists will be removed from your pasted text ( plain text only ). Please do not exceed two pages of text (or approximately 2,500 characters) for each answer.
Your application materials must be consistent in order to be considered. If the information contained in your answers to each of the supplemental questions is not reflected in your work history, your application may be removed from consideration.
Please note that your responses will also be evaluated for English usage, grammar, spelling, and punctuation.
Inquiries and Requests for Alternate Formats
Please direct inquiries and/or requests for an alternate format to complete the screening process, by the closing date of this announcement, to:

Baker County Circuit Court
1995 3rd Street, Suite 220
Baker City, OR 97814-3362

(541) 523-6305

Oregon Relay Service - 711
Please be prepared to describe the alternate format(s) needed.
Technical Support
If you are having technical difficulties applying for this position, please read the "Online Employment Application Guide" or our " Applicant Frequently Asked Questions " page.

Additional Information:

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 current salary and benefits, education, and experience. For current non-temporary OJD employees, JDPR 4.03(3)(d) states that upon promotion an employee shall normally receive a one-step pay increase from the employee’s current pay rate (not including differentials under JDPR 4.07) to the next higher rate in the salary range to which the employee is promoted. JDPR 4.03(3)(e) states that upon transfer to another position with the same salary range, the transferring employee retains the same pay rate.

Click here for additional information regarding furloughs for the 2011-2013 biennium.

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.
Criminal History Check

The selection process includes a criminal history check using the Law Enforcement Data System (LEDS). Felony convictions may be an automatic bar to employment. Misdemeanor convictions will be reviewed on a case-by-case basis and may be a bar to employment if the circumstances of the crime are directly related to the duties and responsibilities of the position for which application is made.
Depending on the job, in addition to the criminal history check described above, you may be required to pass an Oregon State Police/Federal Bureau of Investigation background check and consent to finger printing by the Oregon State Police. This is necessary due to the access level and handling of sensitive and confidential data required of some jobs.
Visa Sponsorship

The Oregon Judicial Department does not offer H1-B Visa sponsorship. Within three days of hire, you will be required to complete the United States Department of Homeland Security's I-9 form confirming authorization to work in the United States.
Bilingual Pay Differential

Some employees may be assigned to use bilingual skills in the regular performance of the employee's duties. An employee who, as assigned in writing by the administrative authority, uses bilingual skill(s) (including American Sign Language) in the performance of assigned duties and who passes the bilingual skill proficiency test(s) approved by the State Court Administrator, shall receive a monthly pay differential equal to an additional step for the duration of each assignment as determined by the administrative authority.


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State of Oregon - 21 months ago - save job