Court Operations Specialist A

City of Eugene; Eugene (OR); On-site; USD 50,000 - 62,000; Full time

Benefits offered by this job

Bilingual pay

Job summary

The City of Eugene's Central Services / Municipal Court is seeking a Court Operations Specialist A to support court operations, processing documents, and maintaining case records onsite at the Municipal Court Building in Eugene. The role involves coordinating the daily docket, assisting judges, and responding to inquiries from the public.

Required are two years of admin/clerical experience and a high school diploma; Spanish fluency is preferred.

Qualifications

• Two years of administrative or clerical experience, preferably in court or legal settings.
• High School diploma or GED; bilingual Spanish preferred.
• Experience with court documents, records and basic bookkeeping preferred.

Responsibilities

• Provide information on court-related procedures to staff and the public.
• Organize, maintain, and retrieve court documents for judges and staff.
• Prepare notices for dates, hearings, and required court actions.
• Verify papers and assist in the courtroom; record dispositions.
• Maintain accurate record-keeping systems and comply with public records laws.

Skills

Court docs knowledge

Records management

Data entry

Communication skills

Teamwork

Education

High School diploma or GED

Spanish language fluency preferred

Court/law bookkeeping coursework preferred

Tools

LEDS

Case Management Systems

TEAMS

Virtual Court Software

Job description

Classification: Court Operations Specialist A

Salary: $24.08 - $29.95 Hourly / $50,086.40 - $62,296.00 Annually

The City of Eugene determines starting pay within the range based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA).

Department/Division: Central Services / Municipal Court

Union Representation: American Federation of State, County and Municipal Employees (AFSCME)

Work Location: Onsite - Municipal Court Building, 1102 Lincoln Street, Eugene, OR 97401

Schedule: Monday - Friday, 7:30a.m. – 4:30p.m. with the flexibility per business need

Benefits: The City of Eugene offers robust and competitive benefits. For more info, click the Benefits Tab, or visit this summary page as well as this benefits package page.

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: For more information on living in Eugene, how the City of Eugene operates, and more, visit this page.

Job Responsibilities

• Provides detailed information to City staff, other agencies, and the public regarding case related functions, requiring thorough knowledge of court regulations, policies, and procedures.
• Explains proper methods for completion of court documents and forms to defendants and the public; reviews incoming forms and correspondence for accuracy and completeness.
• Organizes, maintains, and retrieves court documents for judges, attorneys, staff, and the public.
• Prepares correspondence to notify defendants of plea dates, inquiries about cases, and payment of moneys owed to court.
• Checks in defendants for court hearings and verifies that the judge receives the correct court papers.
• Initiates and processes removal of suspension orders, warrants and release of defendants from custody.
• Assists judge in the courtroom; records all case dispositions during court proceedings; and collates completed files.
• Coordinates the daily preliminary docket process.
• Provides support and back up to all other team functions.
• Responds to telephone and in-person inquiries from the public and other agencies.
• Organizes and maintains court trial calendar for jury and non-jury trials, hearings or arguments; coordinates juror activities.
• Completes standard letters to notify defendants of dates, hearings and other court activities; processes requests for court appointed attorney and other documents.
• Verifies that judges receive correct court papers for hearings.
• Develops and maintains accurate and timely record-keeping systems and databases; assures inclusions of all pertinent information; assures compliance with court records requirements.
• Maintains security and custody of court records; complies with public record law and court procedures in the release of information to the public.
• Prepares and proofs forms, letters, court documents, orders, statistical reports and other documentation.
• Composes correspondence in accordance with established procedures or instructions.
• Monitors and processes court referrals for various court programs.
• Processes a variety of court documents, including sentence orders, motions, orders, appeals, and in-custody papers.

Additional Responsibilities & Diversity

• Supports and respects diversity in the workplace.
• Cross-trains and/or rotates into any other Court Operations Specialist A position as needed.
• Complete designated job tasks, special projects, and all other duties as assigned to meet team, department, and City of Eugene goals while working cooperatively, efficiently, and productively in a team environment.
• Actively demonstrates high levels of employee engagement, accountability, coachability, and responsibility for personal performance and results.

To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Court Operations Specialist A.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform 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 transferrable 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

Two (2) years of administrative or clerical experience, preferably in court/legal setting, social work/social services, payment processing, including work with vulnerable populations and/or complex public interactions.

Education

• High School diploma or G.E.D. equivalent.
• Preference for fluency in Spanish language may be given.
• Course work or experience in court/law/bookkeeping preferred.

Background

Must pass a criminal background check.

Knowledge, Skills, Abilities

Knowledge

• Court documents, policies, procedures, and legal requirements relating to area(s) of assignment, or ability to learn within a reasonable period of time.
• Regulations, statutes, procedures, and policies as applicable to municipal court operations, or ability to learn within a reasonable period of time.
• Record-keeping processes and procedures.
• Business English, spelling, punctuation, and basic math.
• General computer skills and the ability to toggle between several different software systems (Word, Case Management Systems, LEDS, TEAMS, Virtual Court Software, etc.).

Skills and Abilities

• Clearly and accurately interpret court documents, policies, and procedures.
• Effectively communicate accurate information both orally and in writing.
• Work effectively as a team member, utilizing good judgment and effective communication skills.
• Interact tactfully and effectively with the public in stressful and potentially confrontational situations.
• Make decisions based on regulations and established policies and procedures.
• Work independently, quickly, and accurately with close attention to detail in an atmosphere of frequent interruptions and changing priorities.
• Obtain LEDS certification or ability to obtain within 90 days of hire.
• Establish and maintain complex filing and record-keeping systems; skill in alphanumeric filing.
• Complete data entry efficiently and accurately.
• Operate standard office equipment such as computer terminal, calculator, and photocopier.
• Efficiently navigate typing in a fast-paced environment.
• Multi-tasking in a computer setting.
• Maintain confidentiality and meet security requirements.

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 place in-person, on the phone, and/or via email.
• The work schedule is stable and often does not fluctuate but has the occasional need for overtime or after-hours work.
• Requires minimal physical effort such as extended periods of standing may be required. Must be able to occasionally lift, move or carry objects up to 25 pounds, light lifting, carrying or movement, etc.
• Work includes a variety of daily use of computer and office equipment.

What to Expect from our Selection Process

Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations. PLEASE NOTE: Once the posting closes, the process can take 4-6 weeks to complete.

Eligibility List

This posting will be used to establish an eligibility list of applicants for future vacancies. Candidates that are placed on the eligibility list will be notified via email which will include the duration of the list and how notification of call up will occur.

Bilingual Pay Benefit

Per the AFSCME contract, the City shall pay an employee an additional five percent (5%) for a required intermediate or advanced level competency. To qualify for bilingual pay, the employee must have demonstrated fluency in the required language and successfully pass a fluency examination administered by the City's Employee Resource Center division.

Diversity, Equity, and Inclusion

The City of Eugene is committed to a respectful work environment. We value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion we desire to welcome, respect, and create a sense of belonging for a wide range of identities and experiences in our workforce. Women, people with disabilities, and persons of color are strongly encouraged to apply.

The City of Eugene complies with the Americans with Disabilities Act of 1990. Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at [phone].

In compliance with the Immigration Reform and Control Act of 1986, the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States.