Court Operations Specialist (Front Desk Receptionist/Clerk)

oregon; Newport; On-site; GBP 32,000 - 48,000; Full time

Benefits offered by this job

Medical insurance coverage for full-t…

Paid holidays and leave

Bilingual skills allowance (ASL)

Job summary

The Oregon Judicial Department (OJD) is seeking a Court Operations Specialist (Front Desk Receptionist/Clerk) to greet visitors, answer questions about court procedures, process payments, and balance cash. The role supports civil and court operations while providing excellent service to diverse community members.

Responsibilities include processing payments, assisting with case paperwork, and providing backup for other specialists.

Qualifications

• Customer service experience with challenging customers.
• Ability to explain court procedures and policies clearly.
• Experience handling cash or card transactions and generating receipts.
• Experience using various software programs to input and access information.

Responsibilities

• Assist front desk with customer inquiries in person and by phone.
• Process in-person and mail payments; balance cash drawer daily.
• Set up payment plans for fines and fees and generate collection reports.
• Provide backup for other Court Operations Specialists and assist with related tasks.
• Process court documents, scans, copies, and file management.

Skills

Customer service

Cash handling

Explain procedures/policies

Multi-task, strict deadlines

Education

High school diploma or equivalent

Tools

Case management software

Office software (MS Office)

Job description

Court Operations Specialist (Front Desk Receptionist/Clerk)

Interviews: Due to the high volume of applications we receive, it may take several weeks after the application deadline for us to schedule interviews.

Who We Are

Oregon Judicial Department (OJD) serves the public, and the people we serve may be facing challenging life circumstances, high levels of stress, or confusion about their next steps. The work you will do in this role affects members of our community who come to the court to have their cases resolved. We need people who want to impact their communities, value OJD’s efforts to remove barriers to access justice services, and welcome interacting with the public.

We are committed to building a diverse, inclusive team and encourage candidates of all backgrounds to apply. We consider relevant work experience, education, and any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position. We welcome all candidates who are inspired by our work and mission.

Benefits to You

• We pay 95% to 99% of medical insurance premiums for full-time employees, including mental health coverage.

• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves (prorated for part-time employees), and other employee benefits such as optional insurances and flexible spending plans.

• OJD will pay you a 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.

• In this job profile, we offer candidates new to OJD up to the third step of the salary range, depending on experience. You are potentially eligible for a 5% annual increase.

Position Highlights

The Lincoln County Circuit Court in Newport, Oregon is hiring a Front Desk Receptionist/Clerk (Court Operations Specialist).

In this role, you will help our court make a great first impression by helping customers at the front counter and over the phone. You will answer questions related to court procedures, policies, and the status of cases, explain court documents, and provide information about hearing dates and times. You will process payments made in person and through the mail and will balance the cash drawer at the end of the day. You will also set up payment plans for case fines and fees, and process collection reports.

Additionally, you will provide backup for other Court Operations Specialists. You will help process Application and Contribution Program and indigent defense applications. You will help with appeals and jury coordination. You will also prepare civil case paperwork as needed.

You will spend part of your time scanning documents into the case management system and securing documents that need to be shredded. You will also process requests for copies and warehouse files.

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

Minimum Qualifications

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 the 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

None.

Requested Skills and Attributes

• Experience performing a variety of clerical or administrative support tasks with strict deadlines in a busy business or professional setting.

• Experience using a variety of software programs to access and input information and complete various tasks.

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

• Experience explaining processes, procedures, or policies.

• Experience handling cash or credit card transactions and generating receipts.

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. 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.

• 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, including people who are angry, hostile, confused, or frustrated.

• Long periods of sitting or standing to complete work assignments.

• Must be able to pull, bend, twist, and lift up to 25 pounds.

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

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.

Age-Based Discrimination

OJD does not request or require your age, date of birth, or attendance or graduation dates from an educational institution during the application process.

Veterans’ or Oregon National Guard Preference

Eligible veterans and current or former servicemembers with the Oregon National Guard who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans and current or former servicemembers with the Oregon National Guard must attach the appropriate documentation after they receive an email in their Workday inbox requesting the information to verify eligibility. The action item, asking for documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans, Disabled Veterans & State Servicemembersweb page for additional details, information, and resources.

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 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 third 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 [e-mail].

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 be.