Judicial Services Specialist 3 (Judicial Assistant)
Judicial Department - State Courts - Portland, OR

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Job Information

Note: This is a part-time position at 50 percent of full time equivalent (0.5 FTE). As such, the salary range for this position is $1,286.00 - $2,094.50 monthly. Please see the Additional Information section of this job announcement for more information regarding salary.

This position exists and is supervised within the Office of the Trial Court Administrator for the primary assignment (75 percent of the work week) of providing administrative and secretarial support as a judicial assistant (JA) for the Honorable Kathryn Villa-Smith of the Multnomah County Circuit Court and other judges. In addition, as a secondary assignment (25 percent of the work week) the incumbent provides operational support for administrative functions of the court generally.

The purpose of this position is to serve as an administrative assistant and perform a variety of confidential and complex administrative and secretarial work for Judge Villa-Smith or other judges, as assigned by the judge(s). Work assignments for the operations divisions of the Office of the Trial Court Administrator include a variety of administrative tasks as assigned by the supervisor of the work unit to which the JA is assigned.

The incumbent must be able to split his/her assigned time and serve in an administrative unit in a staff capacity as well as working in the office of one or more judges. This requires flexibility in carrying out different work tasks and in being a part of two or more work teams.

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.
  • Prepare a variety of correspondence, memoranda, reports, and legal documents such as court orders, opinions, and instructions; proofread and correct these documents, as necessary; and may check legal quotes and citations.
  • Prepare and process a variety of documents and forms requiring knowledge of court operations and legal terminology and format.
  • Initiate and maintain a variety of files, records, and monitoring systems relating to disposition of cases, proposed orders, correspondence and conferences, probation cases to which the judge(s) is assigned, and update and maintain reference materials.
  • Monitor correspondence and compliance for probationers to which the judge(s) is assigned and alert the judge as to compliance or failure to comply with required conditions. Prepare supporting documents and orders as required. (Note: for JAs assigned to one or more judges of the family court, there may be less time allocated to formal and bench probation matters and higher percentages allocated to keeping the calendar and schedule and preparing for hearings.)
  • Maintain appointment schedules and calendars for a judge or judges; pull files and assemble materials, notify parties, and arrange for the transportation of prisoners, verify schedule interpreters and schedule and coordinate court appearances and other meetings as required.
  • Screen calls, visitors, and mail; independently respond to inquiries of a routine nature; organize and determine priorities; route parties and materials as appropriate.
  • Coordinate case activities and information with judges, court administrative and operations staff, attorneys, and litigants.
  • Within established guidelines, process documents and determine, authorize, or take further action in cases.
  • Serve as primary back-up to the courtroom clerk if the assigned clerk is not available or as needed to provide rest breaks for the courtroom clerk; perform all courtroom clerk duties as required by the judge presiding in the courtroom.
  • Perform a variety of administrative duties in operations divisions of the Office of the Trial Court Administrator as required by the assigned administrative office supervisor(s).
  • Other duties as assigned.

Working Conditions

This is a part-time position and the work schedule currently is 8:00 a.m. to 5:00 p.m. Monday, Tuesday, and every other Friday. It is eligible for overtime compensation for hours worked in excess of 40 per work week.

Occasional overtime hours may be required when preapproved by the assigned judge or supervisor.

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.

Patience and an ability to remain calm in high pressure situations that are beyond the employee's control is required.

High-volume, fast-paced office environment with statutory or policy deadlines requiring careful time management, detail orientation, and multi-tasking abilities.

The following equipment may be used: telephone, calculator, personal computer, copy machine, fax machine, and scanner.

Lifting up to 25 pounds of office material or equipment may be required.

Long periods of sitting are required.

Travel between eight floors of the Courthouse, which can be done via marble staircase or elevator, may be required.

Shifting of the work station to a different court location may be required with the judge rotations to the Justice Center, Juvenile Justice Center, Gresham, or the Portland building.

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.

AND

Possession of a high school diploma or GED, or equivalent life or work experience.

OR

An equivalent combination of education and experience.

Preference may be given to applicants with
  • experience working in a court system, law office, or other legal environment;
  • experience working for the Oregon Judicial Department (OJD) as a judicial assistant, or in another related position;
  • experience working with domestic relations and juvenile cases in a court or law office setting; and
  • skill with word processing and operating personal computer equipment.
Preference will be given to applicants typing accurately at a minimum speed of 55 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, your resume, and a letter of interest. Your resume must be inserted into response section of Supplemental Question No. 13 and your letter of interest must be inserted into the response section of Supplemental Question No. 14. Neither your resume or your letter of interest should exceed two pages (approximately 2,500 characters) in length. To insert these materials, either type, or copy and paste, your resume and letter of interest into the response section of the respective supplemental question. 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 and letter of interest in the space provided, 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:

Mail:
Multnomah County Circuit Court
1021 SW Fourth Avenue
Portland, OR 97204

Telephone:
(503) 988-3443

TTY:
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:

Salary

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.

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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