Management Assistant 2
Judicial Department - State Courts - Salem, OR

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Job Information

Note: This position may be underfilled as a Management Assistant 1, please see the "Qualifications & Desired Attributes" section for details on the underfill opportunity.

This is a Management Assistant (MA) position in the Administration Unit of the Klamath County Circuit Court in Klamath Falls, Oregon.

The Administration Unit is responsible for duties of the Court Clerk, including creating and maintaining the court record and court files. It is also responsible for general court management and administration, including personnel and budgetary functions, accounts payable, procurement, facilities, training, technical support, program development, and program support for the judges and staff of the Thirteenth Judicial District.

The management assistant works in a fast paced environment in the court and must be a skilled multitasker. In addition to routine administrative responsibilities, the MA will be responsible for special short- and long-term projects.

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.

Maintains administrative files and records, types various documents and reports, composes routine correspondence, maintains appointment schedule and calendar, arranges travel and meetings, screens calls and visitors, provides general information or routes inquiries to the proper source for response. Coordinates activities and information with the administrator, judges, other employees, local and central administrative staff, the public, and other stakeholders. Compiles lists and data for special reports; pulls files and assembles materials. Relieves the administrator of routine administrative duties in functions such as personnel, budget, payroll and purchasing.

As a member of the management team, participates in the formulation of long and short range goals and the development and implementation of court or division policies and procedures. Participates in discussions and helps solve organizational problems and distribute resources. Leads and conducts studies and participates in discussions about operational and administrative matters such as budget, personnel, technology, policy and organizational structure.

Integrates department-wide work plans. Helps solve complex problems that cross organizational boundaries. Provides direction to team members as needed.
Coordinates special projects and interacts with court or division staff, obtaining and sharing information and data.

Assists with design of integrated trial court or division services with community partners such as law enforcement, juvenile departments, adult probation and parole, county and state human services, and private non-profits. May coordinate or provide functional supervision of the integrated service for the court or division.

Oversees and monitors management reports in administrative areas such as personnel, budget, position control, accounts payable, discerns potential problems or irregularities, and report findings and recommended solutions to administrator.

Plans, assigns and monitors the work of staff. Identifies and recommends alternatives to office systems and procedures. Assists in determining and balancing workload. Monitors work plans and provides guidance to team members, oversees various administrative and clerical functions, delegates work, facilitates meetings, participates in the interview and selection process, gives feedback on progress or performance.

May oversee and integrate the work of employees performing tasks such as payables, receivables, collections, court room support coordination, administrative office operations, or office automation. Working Conditions

This is a full time position and the work schedule is currently 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 after-hours work and travel may be required.
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 with multiple time deadlines daily, including data entry and customer service requiring detail orientation, a team work philosophy, and multi-tasking abilities.
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:
Management Assistant 1 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

Any combination of education and experience equivalent to three years of experience directly related to the duties of this position.

Job-related education and experience for either the Management Assistant 1 or 2 level should include:

Good knowledge of office organization and operation; English usage, spelling, grammar, and punctuation; basic mathematics; practices and procedures of record keeping and report preparation; methods of preparing business correspondence, reports, and memoranda; and personal computers and business software applications.
Some knowledge of organization, functions, and operating details of office administration.

Good experience performing administrative support work requiring considerable initiative and judgment; applying laws, rules, and directions to daily business operations, operating personal computers and related business software; communicating effectively (orally and in writing).

Some experience organizing and establishing work priorities; working independently with limited supervision; tactfully dealing with a wide variety of people; establishing and maintaining cooperative working relationships.
Management Assistant 2 Minimum Qualifications

The qualified candidate must have at least three 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

Any combination of education and experience equivalent to four years of experience directly related to the duties of this position.

In addition to the job-related education and experience identified above, the Management Assistant 2 level should include:
Some knowledge of planning, assigning and reviewing work.
Some experience reviewing business operations and procedures and recommending improvements.
Bilingual applicants are encourage 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 for your responses to the supplemental questions 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:
Klamath County Circuit Court
316 Main St.
Klamath Falls, OR 97601

Telephone:
(541) 883-5503

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, salary increases, and cost of living adjustments 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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