Court Operations Specialist (judicial Assistant)

Court Operations Specialist (Judicial Assistant)

The Jackson County Circuit Court in Medford, Oregon, is hiring a Judicial Assistant (Court Operations Specialist).

In this role, you will provide advanced, confidential, and technical clerical support to a judge. You will maintain multiple calendars and will schedule and coordinate hearings, trials, court appearances, and meetings. You will establish workload priorities, route documents and files, track the status of cases, gather data, and provide limited legal research. You will also prepare and process correspondence, memoranda, opinions, and instructions and review them for compliance, accuracy, and completeness.

Additionally, you will provide courtroom and trial support by assisting the judge, clerk, and attorneys. You will provide real-time data entry, prepare forms and orders, record proceedings, and operate multimedia equipment in a fast-paced courtroom environment. You will also host remote court sessions via telephone or video conference as needed. For jury trials, you will coordinate trials among various courtrooms, assist with jury selection, take attendance, and swear in jurors.

You will also assign court-appointed attorneys, help self-represented litigants, provide information and guidance to coworkers and pro tem judges, and provide backup coverage to other judicial assistants and clerks as needed.

Assigned tasks may be changed to accommodate workload and organizational needs.

Instructions for REQUIRED Cover Letter and Work History/Resume:

• Attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and filename should include your name.

• In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.

• Address the cover letter "To the Hiring Manager."

• Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter.

• Prepare your cover letter before starting your Workday application.

• Attach your updated resume in the Resume/Cover Letter section of the application. Your resume and filename should include your name.

• Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.

Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience. The application deadline is 11:59 p.m. on the date listed above.

Minimum Qualifications:

(These must be evident in your resume or work history.)

The qualified candidate must have a high school diploma or equivalent.

AND

Four (4) years of responsible administrative experience in a moderately complex office or business setting demonstrating the knowledge, skills, and abilities needed for this position.

OR

Any combination of education and experience equivalent to four (4) years of experience that typically supports the knowledge, skills, and abilities for the position.

Special Qualifications:

(These must be verifiable.)

None.

Requested Skills and Attributes:

(These must be addressed in your cover letter.)

• Experience performing a variety of clerical or administrative support tasks, with strict deadlines in a busy business setting, fast-paced courtroom environment, or other professional setting.

• Experience using a variety of software programs to access and input information and complete various tasks, including coordinating schedules and maintaining calendars.

• Experience providing customer service to a variety of individuals in challenging circumstances.

• Experience explaining processes, procedures, or policies.

• Experience reviewing documents for accuracy and content.

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. This position is eligible for overtime compensation for hours worked in excess of 40 per workweek.

• Occasional after-hours or overtime work may be required.

• Schedules and courtrooms continually change, so the person in this position must be able to adapt quickly.

• The office area is located directly outside judicial chambers and is often a noisy, high-traffic area; this requires the ability to remain focused and continue with the task at hand.

• Multitasking is required.

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

• Frequent phone and in-person contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma.

• Lifting items that weigh up to 25 pounds may be required.

• Long periods of sitting or standing while working at a computer.

• Regular use of the following equipment: electronic recording equipment, telephone, OJD-assigned computer with multiple monitors, calculator, printer, copy machine, fax machine, and scanner.

• The qualified candidate must start the process of CJIS clearance within the first week of hire.

Additional Information:

Criminal Background Check: 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.

Reference Checks: By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product.

United States Employment Eligibility: OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security's I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States.

Future Vacancies: 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 after they receive an email in their Workday inbox requesting the information to verify eligibility.

Conduct Expectations: Because of OJD'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. As an employee, you will be expected to preserve the confidentiality of information received in the course of OJD employment.

Pay Equity: As an employer, OJD complies with Oregon's pay equity law. In this job profile, we offer candidates new to OJD up to the second step of the salary range, depending on experience. For more information on pay equity, click here.

Employee Benefits: Click here to access information specific to OJD employee benefits.

Public Service Loan Forgiveness: OJD is an eligible employer for the Public Service Loan Forgiveness program. To learn more about this program, and how to qualify, please click here.

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.

• Workday related information and resources are available here.

• For questions about a specific OJD job posting, call 503-986-5930 or email ojd.hrsd@ojd.state.or.us.

The Oregon Judicial Department embraces equal opportunity and affirmative action. We are committed to building a diverse team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will