Judicial Services Specialist 3 (Photo Enforcement Clerk - Lead Worker)

State of Oregon - Portland, OR3.9

Note 1: The assigned work location for this position is the Multnomah East County Courthouse, a satellite of the downtown courthouse.
Note 2: This employee is assigned lead work duties. An administrative authority may add or remove assigned lead work duties at any time. An employee assigned lead work duties receives a lead work differential (in addition to salary) in accordance with Oregon Judicial Department Personnel Rule 4.07(5).

This is a photo enforcement clerk position with Multnomah County Circuit Court, of the Fourth Judicial District.

The Fourth 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 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 perform a wide variety of complex clerical or administrative support duties supporting court operations for Multnomah County Circuit Court and specifically the responsibilities related to the Photo Enforcement unit at the East County Courthouse. The person in this position is responsible to monitor workflow and assign or re-assign work to meet unit responsibilities and goals; provide support and training to staff; assist the general public, attorneys, and litigants in using the court system; and provide back up coverage for critical customer service functions.

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.

Follow Court and OJD processes, procedures, guidelines, and statutory timelines when performing all tasks and duties.
Maintain a high level of professionalism, efficiency, and accuracy.
Determine and maintain confidentiality when working with sensitive or confidential information, records, documents, and files.
Work and contribute as an effective team member.
Photo Radar/Odyssey Reports/DMV Request Responsibilities
Verify photo radar records received from Portland Police through Xerox/Conduent.
Process voiding photo radar cites as requested from agency representative.
Work reports and time standards to ensure required case tracking.
Manage traffic class rosters, conditional sentencing reports, and any administrative tasks associated with the Fixed Speed Program.
Manage financial reports to accounting.
Manage contact with DMV regarding court requests and correspondence.
Assist supervisor with training and coaching regarding photo radar, photo red light, and fixed speed camera violations.
Workflow Monitoring and Unit Responsibilities
Plan, assign, monitor, and review the work of subordinate staff.
Independently establish work priorities for areas of responsibility, adjust as necessary, or assist in the work to meet workload demands and ensure timely completion of priority items.
Review and interpret submitted documents, the case file, and case management system to make appropriate processing decisions.
Maintain procedure manuals and resource materials pertaining to the Fixed Speed Camera Program and East County Courthouse traffic manual.
Train and coach team regarding Photo Radar, Photo Red Light, and Fixed Speed Camera violations.
Identify future training needs for staff of both the Traffic and East County Courthouse units.
Support any needs identified for the Fixed Speed Camera Program.
Advise supervisor of capabilities, shortcomings, and needs of the unit.
Clerical/Administrative Responsibilities
Assist the general public, attorneys, and litigants in using the court system.
Explain and interpret court processes, procedures, and policies; the status of cases; scheduling of court dates; and other court-related information via the public service counter, telephone, and email.
Respond to complaints and requests for information related to complaints.
Monitor and perform complex and difficult tasks of the the unit.
Calculate, receive, and receipt money transactions, received in person or by telephone (e.g., cash, money order, check or credit card).
Credit payments and add receipts to the appropriate case/account through the electronic case management system (Odyssey). Add party or case information.
Identify additional cases with monies owing, as applicable.
Balance cash drawer/till daily. Account for all monies handled. Report any discrepancies in balance totals.
Data Entry, Document, and Case Processing Responsibilities
Review, accept, and process electronic and conventional documents.
Enter dispositions on violations.
Perform general data entry, including linking electronic documents to case events.
Perform the most complex data entry of information and documents.
Review and interpret submitted documents, the case file, and case management system to make appropriate processing decisions.
Determine and take necessary action on time sensitive data entry.
Route documents through appropriate workflow.
Track documents through electronic workflows in OJD's electronic case management system, Oregon eCourt.
Schedule cases (calendaring) for court appearance.
Update electronic case files.
Backup Responsibilities
Provide coverage for courtroom clerks for absence and breaks.
Prepare court room.
Work directly with litigants, judges, referees, and the general public.
Provide data entry and other support for judges or referees in the courtroom.
Prepare court orders.
Operate digital recording system creating the electronic audio record and log.
Keep track of witness names, length of testimony, and location of testimony on log. Certify the record. Report recording problems immediately.
Mark, log, and keep track of exhibits submitted at trial.
Provide coverage and assist counter-clerks as needed for absence or volume of business.
Provide coverage and assist on desk-clerks with phones for absence or volume of business.
Be familiar with most aspects, and assume those responsibilities, in the absence of the unit supervisor.
Other Responsibilities
Refer problems outside the scope of authority to the supervisor (or manager in the supervisor's absence).
Perform other duties as assigned by supervisor or manager.
Working Conditions
This is a full-time position, and the work schedule 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 after hours or overtime hours may be required.

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

Frequent phone and in-person contact with the public, customers, and applicants who at times are angry, hostile, confused, or frustrated. Applicants may also be adversarial, emotional, hostile, verbally abusive, non cooperative, and have poor hygiene.

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

The responsibilities for this position require sitting at a desk using a personal computer with monitor for most of each work day, some reaching for files, and some walking to other areas for pick up and delivery of papers and files.

This is a high volume, fast paced unit with frequent interruptions and high pressure situations that require

a professional demeanor, patience, and the ability to remain calm;
the ability to organize, prioritize, and re-prioritize to adapt to evolving situations in order to meet the required deadlines and complete a high volume of document handling and processing in a timely manner;
the ability to work long periods of time entering data and accessing information at a computer work station.
Success in this position requires a working knowledge of courtroom procedures and court schedules.
Qualifications, Required & Requested Skills
Minimum Qualifications
The qualified applicant 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.
Possess a high school diploma or GED, or equivalent life or work experience.
Any combination of education and experience (Download PDF reader) equivalent to three (3) years that supports the knowledge, skills, and abilities for this position.

Special Qualifications
(verifiable in your application)

Requested Skills and Attributes
(verifiable in your application)
Skill performing a variety of complex clerical or administrative support tasks in a business or professional environment.
Proficiency communicating effectively, orally and in writing, with a variety of individuals in challenging circumstances.
Skill establishing, coordinating, or managing appointments, calendars, and schedules.
Proficiency prioritizing/re-prioritizing work to ensure compliance with strict deadlines and tight time constraints.
Skill using computer equipment and software to access and input information and complete a variety of tasks in a fast-paced environment.
Proficiency as a technical specialist or resource or training or educating others about processes, procedures, guidelines, rules, or technical operations.
Experience working in a court or other legal environment.
Experience working for the Oregon Judicial Department.
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.

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 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).