Judicial Services Specialist 3 (Courtroom Clerk - Floater)

State of Oregon - Portland, OR3.9

Note 1: Oregon state government is excited to announce its recruitment system transition from NEOGOV to Workday. This change will take place in February 2019. For more information on how the transition will affect you, please visit the Applicant FAQ (Download PDF reader).
Note 2: This is a full time, limited duration position currently funded through June 30, 2019. Continuation beyond that date is subject to available funding; however, we anticipate funding beyond that date.
Note 3: If you are a current 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 Rules 2 and 6 for more information or contact your assigned HR Manager.

Multnomah County Circuit Court, Oregon's Fourth Judicial District, is seeking a courtroom clerk - floater to join it's judicial support work unit. If you enjoy people, change, and variety, and have experience performing a wide variety of complex clerical or administrative tasks, we encourage you to Apply Today!

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 (OJD) has transitioned from a paper-based system to Oregon eCourt, and court files and documents are maintained as electronic records.

The primary purpose of this position is to perform a wide variety of complex clerical or administrative support and courtroom security duties in support of a judge or referee. Working as a team, the judge or hearings referee and support staff (typically a judicial assistant and a courtroom clerk) prepare for, conduct, and follow up after judicial proceedings. Responsibilities include receiving assigned cases, providing for their disposition, and forwarding the results of that disposition to administrative operation units. In assignments where there is a judicial assistant, this employee is expected to assist the judge's judicial assistant and substitute in his or her absence, within the limits of their ability.

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, and guidelines 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.
Prepare file for judge's pretrial review.
Maintain and manage the judge's docket, in conjunction with the judicial assistant, when appropriate.
Schedule hearing and trial dates and apprise counsel of same.
Collect, date stamp, and file motions, orders, and judgments of the court. Obtain needed signatures and send to operations units as appropriate.
Certify court orders for attorneys when directed by the court.
Complete and route court documents, orders, and judgments.
Check pleadings submitted to court for accuracy and completeness.
Ensure all necessary items are included in orders and judgments prepared by the parties.
Record and submit orders and judgments to the judge for signature.
Ensure security. Screen visitors and mail.
Assist litigants, attorneys, and the general public in using the court system. Inform them of court procedures and policies. Answer questions and correspondence related to court procedures, status of cases, and court calendar.
Monitor parties for preparation of orders or judgments when the parties are directed to prepare and submit documents.
Monitor current probationers, including telephone and written contacts and file maintenance, in conjunction with the judicial assistant, when appropriate.
Prepare jury room with paper, pens, and water.
Maintain security of juries.
Arrange for meals, transportation, and personal needs of jurors.
Serve as liaison between jurors, court, and counsel regarding exhibits, forms, instructions, and questions.
Maintain exhibits.
Stock courtroom on a daily basis (e.g., forms, exhibit envelopes, easel paper and markers).
Prepare for court session
Water in thermos and cups.
Jury questionnaires and challenge slips in place.
Bench supplies including pad, pencils, water, and cups.
Turn on and check for proper operation of public announcement (PA) system and For the Record (FTR) recording equipment, before convening and turn off at the end of the day.
Monitor the physical facilities and appearance of the courtroom. Note any problems and bring to the attention of facilities staff.
Assist the judge in the conduct of court hearings.
Ensure the security and order of the courtroom.
Ensure proper courtroom procedures are followed.
Document the jury selection process and update jury system.
Swear in jurors.
Swear in witnesses.
Operate the FTR digital recording equipment creating the electronic audio record and audio record log. Keep record of witness names, length of testimony, and location of testimony on FTR audio record log.
Make all necessary updates to the Odyssey case management system.
Summarize rulings from all court proceedings daily docket.
Mark, log, maintain, and control exhibits.
Verify all warrants ordered canceled by the court have been canceled (at the end of each work day).
Ensure all applicable documentation is forwarded to the Criminal Warrants Unit and to the Sheriff for the recall of warrants or for the release from custody of defendants as ordered.
Ensure the release of a defendant is not delayed and that a canceled warrant does not remain active.
Back up Support
Pick up mail twice daily. Screen mail for immediate action by judge (or Judicial Assistant when appropriate) upon return.
Assist administrative staff.
Coordinate case assignments with Presiding or Chief Family Judge staff.
Maintain probation files.
Perform other tasks as requested by judge.
Screen visitors to chambers. Assist with visitor needs.
Schedule marriage ceremonies.
Answer phone and direct calls. Deliver messages.
Maintain judge's personal files, assist in scheduling judge's appointments.
Calendar all contested matters, motions, appointments and conferences for the judge.
Assist in other courts or perform other duties as assigned by supervisor.

Working Conditions
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.

Occasional overtime work may be required.

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

Frequent phone and in-person contact with people who may at times be angry, hostile, confused, or frustrated. This may include defendants who may have committed serious crimes and with litigants, parties, and families who may be under extreme emotional distress.

The requirement to meet statutory, policy, and other procedural deadlines in a timely manner requires the ability to organize, prioritize, re-prioritize, and adapt to evolving situations.

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

Lifting up to 25 pounds of office files, materials, or equipment may be required.

As a floater, most of this employee's work assignments will be at the Downtown Courthouse, 1021 SW Fourth Avenue. However, work assignments may be located at the Justice Center, 1120 SW Third Avenue (one block from the courthouse); or the Juvenile Justice Center, 1401 NE 68th Avenue (5 miles from the courthouse). Travel may be by personal vehicle (requiring a driver's license, acceptable driving record, and personal responsibility for parking arrangements) or by using public transportation. When working in the Downtown Courthouse travel between eight floors is required and may be done via marble staircase or elevator.
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 equivalent (Download PDF reader) to three (3) years that supports the knowledge, skills, and abilities for these positions.

Special Qualifications
(verifiable in your application)

Requested Skills and Desired Attributes
(verifiable in your application)

Skill performing a variety of complex clerical or administrative support duties in a business or professional setting.
Proficiency responding tactfully and professionally in challenging circumstances.
Proficiency determining and maintaining the confidentiality of confidential, sensitive, or highly controversial information or materials.
Skill explaining court processes, procedures, and policies.
Proficiency using a personal computer to access and input information and complete various tasks.
Proficiency monitoring and operating digital recording equipment.
Experience working for the Oregon Judicial Department.
Experience working in a district attorney's or a public defender's office.
Experience working in another court or other legal 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.

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).