Note 1: This is a full time, limited duration position currently funded through June 30, 2013. Continuation beyond that date is subject to available funding.
Note 2: If you are a current Oregon Judicial Department (OJD) regular status employee, acceptance of a limited duration status position does not change your status to limited duration (although trial service may still apply). See Judicial Department Personnel Rule 6 for more information or contact your assigned HR Manager.
This is a full-time, limited duration position as a criminal clerk in the Calendaring/Criminal Unit of the Clackamas County Circuit Court .
The purpose of this position is to process, schedule, and coordinate criminal matters, perform data entry on specific hearings, and perform limited courtroom clerk duties.
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.
- Attend court sessions to perform data entry with regard to less complex criminal appearances and arraignments. Issue and quash warrants, schedule hearings, document requests for court appointed attorney, document court orders and defendant release information. Attend court sessions to perform FTR courtroom clerk duties for out of custody arraignments. As the primary FTR clerk this position directs activity in the courtroom, provides information to the judge, and accurately records hearings using FTR (digital courtroom recording system).
- Prepare case files for out of custody and in custody arraignments; review files for completeness, assuring all relevant documents are included and that all needed files are included. Schedule and re-schedule criminal court hearings, enter case related information into OJIN in accordance with statutory guidelines and Oregon Standards of Timely Disposition, and notify parties of changes. Review files for no complaints and cancel administrative cases as required. Create and enter administrative security release agreements cases, enter release agreements and returns of service. Review and distribute mail, processing returned mail and identifying and making corrections as needed to addresses and names. Time in all pleadings, sort and distribute pleadings by case type, prioritize and timely process critical pleadings that are time sensitive (i.e. probation violation reports for upcoming court dates; case dismissals for in custody defendants).
- Respond to questions from OJD staff, judges, other state, county, and municipal agencies, attorneys, litigants, and the public; in person, by mail, and by phone with less complex issues regarding criminal case management, scheduling, and processing for all criminal cases based on criteria established by statutes, rules, policies, and procedures and Oregon Standards of Timely Disposition.
- Prepare correspondence; distribute copies of pleadings, judgments, and hearings notices. Prepare pull cards and retrieve files from records management for all scheduled criminal hearings. Sort and distribute files returned from court; assist with administrative duties for jury. Route files and information to the appropriate party with pertinent information attached. Perform required data entry in OJIN recording information to reflect the actions of the court in court sessions that did not have data entry performed real time.
- Provide backup front counter coverage for the Calendaring Unit providing direction and information to the public, attorneys, pro se litigants, and other agencies. Direct defendants to assigned courtrooms, assist public with general questions at the front counter; schedule and re-schedule criminal hearings. Contact attorneys daily on criminal cases set for hearing within 48 hours to determine status of case and provide scheduling information to the Management Assistant for the next day’s docket. Re-schedule hearings as needed due to judicial constraints (lack of judicial time); Review criminal files to determine completeness; assemble, verify and sort files for all criminal court sessions daily and prepare dockets for judges and judicial staff. Perform data entry associated with the master docket for case assignment to individual judges, create and post each individual calendar to the website; verify that each docket is accessible on the website. Provide backup coverage for the probation clerk. Process and enter all probation violation pleadings (affidavits, motions, orders, probation violation reports). Review all probation violation pleadings, pull file, attach pleadings and forward to the judge for decision. Enter case related information into OJIN pertaining to probation violations, schedule arraignments on probation violations.
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.
Frequent phone and in-person contact with the public and customers at times who are angry, hostile, confused, or frustrated.
Frequent phone and in-person contact with people from diverse backgrounds.
Fast-paced office environment (at a work station or within a courtroom setting) with multiple time deadlines daily, including a heavy volume of data entry and customer service requiring detail orientation, a team work philosophy, and multi-tasking abilities.
Requirement to perform tasks while in a courtroom setting, with pressure to complete tasks accurately and quickly.
Lifting up to 25 lbs. of office materials or equipment may be required.
Long periods of sitting and standing are required.
Daily use of office equipment that may include the following: telephone, calculator, personal computer with screen monitor, printer, scanner, and copy machine.
Qualifications & Desired Attributes:
The qualified candidate must have at least one year 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.
An equivalent combination of education and experience.
Preference may be given to applicants with experience:
Bilingual applicants are encouraged to apply.
- Working in a court or legal environment;
- Explaining complex rules or procedures;
- Setting up and maintaining complex schedules;
- Using computer equipment to enter and retrieve information;
- Working with the Oregon Judicial Information Network (OJIN); and
- Prioritizing and managing time to meet deadlines.
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.
In order to evaluate your experience as it relates to this position, we need your responses to the supplemental questions, including your resume. 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, or to submit your resume in the space provided for your resume, 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:
Clackamas County Circuit Court
Trial Court Administrator's Office
807 Main Street, Room 310
Oregon City, OR 97045-1845
Oregon Relay Service - 711
Please be prepared to describe the alternate format(s) needed.
If you are having technical difficulties applying for this position, please read the "Online Employment Application Guide" or our "Applicant Frequently Asked Questions" page.
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, salary increases, and cost of living adjustments for the 2011-2013 biennium.
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.
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.
THE OREGON JUDICIAL DEPARTMENT IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO A DIVERSE WORK FORCE. WE RESPECT, REFLECT, AND RESPOND TO THE DIVERSE PEOPLE WE SERVE.
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