Supervisor 3 (Criminal Arraignments Supervisor)

State of Oregon - Portland, OR3.9

Full-time
The Multnomah County Circuit Court, 4th Judicial District for the state of Oregon, is hiring a supervisor for its criminal arraignment section, which is part of the criminal division of the court.

The 4th Judicial District is the largest in the State of Oregon. The Multnomah Circuit Court is responsible for approximately 500,000 new case filings and over 3 million document filings each year including felony, misdemeanor, domestic relations, juvenile, probate, and civil cases. The Multnomah Circuit Court serves as the municipal court for the cities of Portland and Gresham, handling small claims, landlord/tenant matters, and parking, traffic, and Tri-Met violations. The Circuit Court has over 320 staff, including 14 hearings referees, and 38 elected judges working in four courtroom facilities in Multnomah County. The Multnomah Circuit Court also operates in several additional facilities for records archives, scanning, and applications training. The Oregon Judicial Department (OJD) has transitioned from a paper-based system to Oregon eCourt, and court files and documents are maintained as electronic records.

The purpose of this position is to provide fair and accessible justice services in Oregon's largest circuit court by ensuring statutory timelines are met, by providing excellent customer service to the public, and by managing staff in a fast-paced environment where there is frequent interruption and distraction. The person in this position must be organized, must adjust quickly to changing work demands, and must communicate effectively to a variety of audiences (staff, court administrators, attorneys, judges, public agencies and other stakeholders).

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.

Plan, assign, and review work of subordinate employees on a daily basis.
Plan schedules for 19 employees and establish work priorities to provide adequate coverage in all areas of responsibility.
Oversee arraignment courtrooms, preliminary hearings, and plea/probation hearing courtrooms.
Independently establish work priorities for area of responsibility on a daily basis.
Conduct staff meetings.
Attend meetings, seminars, training, conferences, etc.
Explain and interpret judicial orders, policy and procedural questions as they arise.
Assist staff within and outside the section in resolving difficult or problematic cases.
Resolve employee conflicts.
Respond to the most difficult complaints and requests for information on regulations, policies and procedures.
Listen and respond to agency and public inquiries concerning court information and defendants.
Provide training for existing employees when the need arises due to procedural updates and legislative changes
Adjust assignment and update procedures as directed by statute, the trial court administrator, or on own initiative, in response to changing conditions or work load demands of the unit.
Interpret and explain statutes, policies, and procedures to staff, attorneys, the public, and personnel from other agencies.
Respond to requests for information/clarification/correction from other departments of OJD, the private attorney firms, the Sheriff's Office, Parole and Probation, and the District Attorney's office.
Communicate OJD, Court, Criminal Division, and section information to staff on a timely basis to ensure that they are knowledgeable about all aspects of court operations and other areas that may affect and/or influence their work.
Coordinate, monitor, and assist in training new employees.
Check staff time sheets for accuracy.
Evaluate and provide feedback to employees.
Monitor quantity and quality of work performed by each employee and analyze productivity of each employee.
Prepare and impose disciplinary actions as deemed necessary.
Prepare and revise position descriptions for all staff.
Participate in the selection of new staff.
Prepare application materials, including revised PDs, selection criteria, and interview questions.
Conduct interviews.
Conduct reference and background checks.
Interpret and apply Judicial Department Personnel Rules (JDPR) and OJD policy statements.
Assist employees with personnel questions.
Provide back-up to other supervisors.
Prepare memos, procedural changes, and desk reference materials.
Maintain personnel files for all subordinate staff assigned to work section.
Perform required courtroom duties when staff is unavailable.
Perform morning crew booking register duties when staff is unavailable.
Perform duties of the transport clerk.
Verify defendants' indigence for purposes of fee deferrals or waivers, when staff is unavailable.
Other duties as assigned.
Working Conditions
This is a full-time position and the work schedule may be 8:00 a.m. to 5:00 p.m. Monday through Friday (or four days a week, ten hours a day). It is not eligible for overtime compensation for hours worked in excess of 40 per work week.

Frequent after-hours work, before or after the regular work schedule, are required and may at times include work on the weekend.

Frequent travel between buildings at various times throughout the day which may include document or file delivery. Files are carried (a hand truck may be used) and materials may weigh up to 40 pounds.

Occasional travel within the state for training and meetings.

You must have a valid driver's license and an acceptable driving record or be able to provide an acceptable alternative means of transportation.

Frequent phone and in-person contact with people from diverse backgrounds.

Frequent phone and in-person contact with people who at times are angry, hostile, confused, or frustrated.

Extensive periods of sitting (approximately 60 percent of the work day).

This is a conventional office environment and the following equipment may be used: telephone, personal computer, copy machine, scanner, and fax machine.

Qualifications, Required & Requested Skills
Minimum Qualifications
The qualified candidate must have an Associate's degree in business, management, or a related field.
AND
Must have three years of recent experience supervising, directly or through leadworkers, staff performing a wide variety of administrative, analytical, and technical support duties. The supervisory experience must include most or all of the following:

special projects;
developing and updating policies and procedures;
hiring or recommending hiring;
training;
assigning and reviewing work;
evaluating performance;
responding to staff concerns; and
handling disciplinary actions.
OR
In lieu of the Associate's degree and three years of experience as outlined above, the successful candidate may have any combination of education and experience equivalent to four (4) years that typically supports the knowledge, skills, and abilities (KSAs) for this position (click here (Download PDF reader) to view the KSAs).

Special Qualifications
None.

Requested Skills and Attributes
Experience as lead worker or supervisor in an organization of similar complexity.
Experience training or coaching staff about procedure, job duties, and performance.
Experience working in a court or other legal environment.
Experience working for the Oregon Judicial Department.
Skill presenting information clearly and logically, both orally and in writing.
Skill managing workload and readjusting priorities for self and others.
Skill meeting deadlines despite frequent interruption or distraction.
Proficiency using independent judgment and making decisions in a fast-paced work environment.
Additional Information
You must complete and submit the application and respond to all parts of each supplemental question. OJD will not consider resumes or cover letters unless they are specifically requested in these instructions.

You must demonstrate, in your application materials, how your work experience and education meet the minimum qualifications, special qualifications, and requested skills and attributes, listed above.

You will be subject to a criminal background check if you are a finalist. Adverse results are evaluated on a case-by-case basis and may result in disqualification if the circumstances are directly related to the duties and responsibilities of the position.

Newly hired employees are required to complete and sign the Employment Eligibility Verification (Section 1 of the Form I-9) no later than the first day of employment and provide evidence of identity and employment authorization to work in the United States within three (3) business days. See Form I-9 for questions about acceptable verification documents. The Oregon Judicial Department does not offer visa sponsorships.

Apply now if you are interested in this or future vacancies. This job announcement may be used to fill future vacancies in this class of work.

Veterans' Preference
Eligible veterans who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans must attach the appropriate documentation. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.

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 education and experience.

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.

Questions and Support
If you require an alternate format to complete the application process, call 503-986-5930, or TTY: Oregon Relay Service 711 for the hearing impaired. Be prepared to describe the alternate format needed.

For technical help with your login or online application issues, online resources are available at https://www.governmentjobs.com/home/applicationguide. You may leave a voicemail at 855-524-5627 from 6:30 a.m. to 5:30 p.m. (Pacific Time), Monday – Friday. It may take up to 24 hours to receive a response. If you do not receive a response after 24 hours, you can email technical support at support@governmentjobs.com.

Oregon government job application information and resources are available at http://www.oregon.gov/jobs/Pages/index.aspx.

For questions about a specific Oregon Judicial Department job posting, call 503-986-5930.

THE OREGON JUDICIAL DEPARTMENT IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY.
The Oregon Judicial Department offers an attractive benefit plan which provides 95% contributions toward Public Employees Benefit Board (PEBB) sponsored individual and family medical and dental insurance. The insurance contributions are pro-rated for employees who work less than full-time.

Retirement benefits include participation in the Public Employee Retirement System (PERS) or the Oregon Public Service Retirement Plan (OPSRP), depending on eligibility.

Other benefits include paid holidays, paid vacation, and sick, personal, and bereavement leaves. Optional benefits include life insurance, long and short term disability, long term care insurance, and participation in the Oregon Savings Growth Plan (deferred compensation).