Court Services Specialist - Receptionist

okgov; Oklahoma; On-site; USD 48,000 - 55,000; Full time

Job summary

677 SUPREME COURT in Oklahoma City is seeking a Court Services Specialist - Receptionist to serve as the first point of contact for the Judicial Center, providing professional reception and administrative support.

The role requires strong communication, organizational skills, and the ability to handle inquiries from judges, court personnel, and the public. This is an in-person, on-site position with no remote work.

Salary is $48,000 to $55,000 commensurate with education and experience.

Qualifications

• Excellent oral and written communication skills, including proper grammar, spelling, punctuation, and arithmetic.
• Strong interpersonal skills required. Ability to interact professionally with Judges, court personnel, and the public.
• Excellent organizational skills with ability to work independently and meet deadlines.
• Ability to maintain administrative records and prepare reports.
• Knowledge of confidentiality regarding court processes and pending matters.

Responsibilities

• Provide professional reception and administrative support for the Judicial Center by greeting and assisting visitors; answering, screening, and directing incoming telephone calls; and responding appropriately to inquiries from Judicial Center guests, employees, court personnel, and external stakeholders.
• Assist with planning and coordinating Court Services programs, meetings, workshops, conferences, and special events by researching and recommending venues; coordinating catering; communicating with vendors regarding pricing, availability, and service options; and maintaining related records and documentation.
• Process registrations, fees, credit-card payments, and related documentation for Court Services programs, workshops, examinations, conferences, and other assigned events; ensure records are accurate, complete, and timely.
• Enter, track, and maintain continuing education records for court reporters and courtroom interpreters; respond to routine inquiries concerning continuing education requirements and related credentialing matters.
• Assist in the annual renewal process for approximately 400 court reporters and 175 courtroom interpreters, by initiating email notices, receiving digital and paper renewal forms, reviewing, processing, taking credit-card payments, continuing education documentation, correspondence, and supporting materials. Verify submission completeness; update renewal, payment, contact, and continuing education records in database; prepare routine notices, confirmations, and deficiency communications; maintain organized electronic and paper files.

Skills

Communication skills

Interpersonal skills

Organizational skills

Confidentiality

MS Office

Tools

MS Office

Job description

Job Posting Title: Court Services Specialist | Receptionist

Agency

677 SUPREME COURT

Supervisory Organization

Supreme Court [JM]

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Full/Part-Time

Full time

Job Type

Regular

Compensation

Salary: $48,000 - $55,000

Job Description

Applicants must be authorized to work in the United States without the need for employment-based visa sponsorship now or in the future. The employer does not provide visa sponsorship for current, continued, or future work authorization.

All interviews are in-person / on-site.

Travel expenses will not be provided for in-person interviews.

This position is in-person / on-site only. Remote work is not authorized.

Position Description

Reporting to the Director of Court Services, the Court Services Specialist - Receptionist is responsible for providing administrative support to various Court Services Programs, such as the Certified Court Reporters, Certified Courtroom Interpreters and Language Access Program. This position will be the first point of contact for the Judicial Center. The Administrative Office of the Courts (AOC) is housed within the Oklahoma Judicial Center along with the Supreme Court of Oklahoma, the Court of Criminal Appeals, and the Appellate Court Clerk's office.

Salary

Commensurate with Education and Experience

FLSA Exemption

Non-exempt

Responsibilities and Essential Functions

will include (but not be limited to) the following :

• Provide professional reception and administrative support for the Judicial Center by greeting and assisting visitors; answering, screening, and directing incoming telephone calls; and responding appropriately to inquiries from Judicial Center guests, employees, court personnel, and external stakeholders.
• Assist with planning and coordinating Court Services programs, meetings, workshops, conferences, and special events by researching and recommending venues; coordinating catering; communicating with vendors regarding pricing, availability, and service options; and maintaining related records and documentation.
• Process registrations, fees, credit-card payments, and related documentation for Court Services programs, workshops, examinations, conferences, and other assigned events; ensure records are accurate, complete, and timely.
• Enter, track, and maintain continuing education records for court reporters and courtroom interpreters; respond to routine inquiries concerning continuing education requirements and related credentialing matters.
• Assist in the annual renewal process for approximately 400 court reporters and 175 courtroom interpreters, by initiating email notices, receiving digital and paper renewal forms, reviewing, processing, taking credit-card payments, continuing education documentation, correspondence, and supporting materials. Verify submission completeness; update renewal, payment, contact, and continuing education records in database; prepare routine notices, confirmations, and deficiency communications; maintain organized electronic and paper files in accordance with current records-management requirements. Respond to routine renewal inquiries and follow up on incomplete, late, or deficient submissions, referring substantive policy, eligibility, or other non-routine matters to appropriate program staff.
• Perform other related duties as assigned.

Knowledge, Skill, and Ability Requirements

• Excellent oral and written communication skills, including proper grammar, spelling, punctuation, and arithmetic. Ability to compose correspondence and comprehend details and nuances.
• Strong interpersonal skills required. Ability to interact professionally and appropriately with a wide variety of stakeholders, including Judges and Justices, court clerks, AOC staff, attorneys, and the general public. Must have professional demeanor and strong work ethic.
• Excellent organizational skills with an ability to work independently and schedule time to meet deadlines. Strong customer service focus, with ability to be resourceful and proactive when issues arise.
• Ability to maintain administrative and general records and to prepare reports and answer questions from records.
• Ability to maintain strict confidentiality regarding the court's internal processes and all matters pending before the Court.
• Knowledge of administrative and office procedures. Strong computer skills, including Microsoft Office applications (MS Word, Outlook, Excel, Teams, etc.).

Education and Experience Requirements

Graduation fro