Court Operations Specialist B

Court Operations Specialist B

The Court Operations Specialist "B" performs a variety of highly complex clerical and administrative support duties for municipal court operations. This position functions as a court operations generalist and relieves the supervisor of administrative details. This role involves handling the more complex aspects of court processing, including day-to-day problem solving. Employees in this classification perform the most complex and high-level duties, including taking on leadership responsibilities over Court Operations Specialist A staff. Employees at this level are required to be fully trained in all procedures related to the assigned area of responsibility.

Application Deadline: Wednesday, August 28, 2025, at 5 p.m. P.T. Accepting online applications only.

Department, Division: Central Services, Municipal Court. Union Representation: American Federation of State, County and Municipal Employees (AFSCME). Work Location: Eugene Municipal Court, 1102 Lincoln St, Eugene OR 97401. Schedule: Monday - Friday, 7:30 a.m. – 4:30 p.m. with the flexibility per business need.

The City of Eugene offers robust and competitive benefits. For more information, select the Benefits Tab, or view benefits summaries as well as see information about all employee benefits.

Bilingual Pay Benefit: This position qualifies for up to an additional 5% of base salary for bilingual pay. Please see "Supplemental Information" at the end of the posting for more information.

Living & Working in Eugene: Information about living in Eugene, how the City of Eugene operates, and more can be found on our website.

Examples of Duties Performed:

• Provide oversight and coordination of the activities of Court Operations Specialist A's, to ensure the efficient operation of court proceedings and administrative functions; manage case flow and ensure compliance with court policies and procedures; assist staff with problem resolution and policy interpretation within the scope of their authority, or refer staff to appropriate resources; coordinate and provide coverage for front line and supervisory staff as needed.
• Liaise with judges, attorneys, law enforcement, court staff, and other stakeholders to facilitate court operations; coordinate court proceedings with court staff, court partners, outside agencies, and the public, including support for virtual court proceedings.
• Research, interpret, understand, apply, and explain court documents, policies and procedures, City Code and Oregon Statutes.
• Participate in planning and organizing activities in the program area and court administration; assist in development, review, and implementation of court policies and procedures.
• Prepare and process a variety of court documents, including complex motions and orders such as pretrial release conditions, jail sentences and commitments, fitness to proceed findings, Oregon State Hospital transports, expungements, and community restoration for judges' review and approval; research and draft specialized legal documents.
• Develop and maintain accurate and timely record-keeping systems and databases to ensure compliance with court records requirements and inclusion of all pertinent information.
• Respond to phone calls, emails, and in-person inquiries from the public and other agencies; coordinate and review incoming electronic and paper court filings from court partner agencies and the public.
• Assist defendants in resolving violations in person, via phone, and through online correspondence and submissions, using informed knowledge of court policies, procedures, and special programs.
• Organize and maintain misdemeanor and violation trial calendars for jury and non-jury trials as well as special set hearings; coordinate jurors by preparing mailings, processing petitions, and providing orientation information.
• Perform real-time data entry in the courtroom for special set matters to ensure that information is accurately recorded during court proceedings.
• Determine the appropriate action for appeals and prepare appeals for filing.
• Review and activate warrants according to established court policy.
• Coordinate with jail staff to monitor jail capacity and ensure compliance with statutory requirements; coordinate with local jails and community partners on court-ordered programs and compliance.
• Compile and distribute the daily court calendar to internal and external partners and assist with updating the docket and judicial calendar as needed.
• Assist with new hire onboarding, including providing overviews of policies, procedures, and safety-related items; assist the supervisor with auditing the work product of COSA staff and provide feedback for performance evaluations; create training plans, including those related to the biannual all staff training.
• Actively engage in the safety committee and report safety concerns; follow lockdown protocols for unsafe situations or threats to staff and community members; assist with de-escalation for community members in crisis; observe court operations and document situations which may involve potential liability.
• Foster a collaborative work environment and promote teamwork among staff.
• Actively support and respect diversity in the workplace.
• Perform other related duties as assigned.

Qualifications:

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to meet every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferable skills from a variety of sources and experiences. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

When screening your application, the City will consider an equivalent combination of relevant education and experience which provides the applicant with the knowledge, skills, and abilities required to meet minimum qualifications for this position.

Minimum Qualifications:

• Experience: Four (4) years administrative or clerk experience, preferably in a court/legal setting, social work/social services, and/or banking experience. Some lead worker experience, preferably in a court/legal setting, preferred.
• Education: High School diploma, G.E.D., or equivalent. Two years of college course work in legal and/or accounting/collection areas is preferred.
• Background: Must pass a criminal background check.
• Licenses and Certifications: Ability to acquire and maintain Criminal Justice Information Services (CJIS) and Law Enforcement Data System (LEDS)certification within 90 days of hire.

The ideal candidate will have the following knowledge, skills, and abilities:

• Knowledge: Familiarity with court documents, policies, procedures, legal terminology, statutes, regulations and payment processing systems. Moderate understanding of the criminal justice system and its principles. Knowledge of judicial administrative support functions. Understanding of internal program procedures, policies, terminology and related regulations to the court system. Proficient with standard office equipment, including computers, mobile devices and Microsoft Office suite. Experience with managing confidential and sensitive information, while adhering to established procedures for maintaining privacy and security. Experience with case management software and electronic filing systems used in court operations.
• Skills and Abilities: Exercising sound judgment to solve problems in stressful situations, ensuring effective decision-making under pressure. Self-directed work, including independent decision making, problem solving, time management, organizational skills, and the ability to prioritize tasks effectively. Establishing and maintaining complex paper and electronic filing and record-keeping systems, as well as compiling information for reports. Operating standard office equipment such as computers, laptops, multiple monitors, scanners, multi-function devices, 10-key calculators, and troubleshooting technology. Working quickly, accurately and thoroughly with close attention to detail, even in an environment with frequent interruptions and changing priorities. Researching and applying information from City and regional databases as applicable to court operations. Maintaining confidentiality, including sensitive financial, medical, and personally identifying information, while meeting Criminal Justice Information Systems (CJIS) security requirements. Proficient use of relevant computer software, including court case management and electronic filing systems. Understanding, applying, and explaining City and Court policies and procedures. Researching, interpreting, and making decisions based on Federal, State and City laws and regulations as well as established policies and processes understanding their potential impact. Providing oversight and training to coworkers and volunteers; developing versatile skills and providing support across multiple court functions. Demonstrated ability to work within time constraints and deadlines associated with legal processes and court scheduling. Tactfully dealing with the public and responding effectively in potentially confrontational situations by applying de-escalation principles and practices. Work effectively with co-workers, city employees, public agencies, and the public. Emotional intelligence and ability to adapt to stressful situations while maintaining composure. Professional oral and written communication skills in English, including basic math proficiency. Effectively communicating with members of marginalized communities using culturally appropriate tools and strategies.

Supplemental Information:

Working Conditions:

• This level has a work environment with varying levels of risk mitigation measures. Possible exposure to personal and health risks, hazards or obstacles. Job conditions are usually comfortable, with only seldom issues of temperature change, or incident of noise.
• Frequent challenging and complex interactions with hostile and aggressive court patrons due to trauma, housing status, mental illness and/or substance abuse, these interactions may take