Court Operations Specialist (Judicial Assistant)

State of Oregon • Grants Pass, OR

1d • Onsite

About The Position

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.

The Josephine County Circuit Court in Grants Pass, Oregon, is hiring a Judicial Assistant (Court Operations Specialist) to support a judge in the courtroom and in chambers. In this role, you will prepare the courtroom for daily proceedings to ensure the judge is prepared for each court session. You will electronically record trials and hearings, keep accurate logs, swear in witnesses, mark and maintain exhibits, perform real-time data entry, prepare forms, and process warrants, plea petitions, appeal notices, and judgments. You will use Webex to coordinate video and phone conferences. When court is in session, you will provide security by remaining alert and observing activity. You will secure the courtroom after each court session. During jury trials, you will help oversee jurors, announce the names of jurors during jury selection, and prepare written jury instructions as directed. When not in the courtroom, you will type correspondence, orders, and opinions, make copies and route them for delivery, file incoming correspondence and reports, review daily dockets for scheduling conflicts, review pleadings for accuracy and completeness, make travel arrangements, and process travel reimbursement vouchers. You will schedule appointments, meetings, and phone conferences and update the judge’s calendars. You will also answer questions about policies and procedures from court staff, attorneys, litigants, agencies, community partners, and the public. The support you provide will be in person, over the phone, and in writing. You will spend part of your time helping with training and filling in for other court staff as needed. Assigned tasks may be changed to accommodate workload and organizational needs.

Requirements

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

Nice To Haves

• 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 coordinating schedules and maintaining calendars.
• Experience providing customer service to a variety of individuals in challenging circumstances.
• Experience explaining processes, procedures, or policies.

Responsibilities

• Prepare the courtroom for daily proceedings
• Electronically record trials and hearings
• Keep accurate logs
• Swear in witnesses
• Mark and maintain exhibits
• Perform real-time data entry
• Prepare forms
• Process warrants, plea petitions, appeal notices, and judgments
• Use Webex to coordinate video and phone conferences
• Provide security by remaining alert and observing activity
• Secure the courtroom after each court session
• Help oversee jurors during jury trials
• Announce the names of jurors during jury selection
• Prepare written jury instructions as directed
• Type correspondence, orders, and opinions
• Make copies and route them for delivery
• File incoming correspondence and reports
• Review daily dockets for scheduling conflicts
• Review pleadings for accuracy and completeness
• Make travel arrangements
• Process travel reimbursement vouchers
• Schedule appointments, meetings, and phone conferences
• Update the judge’s calendars
• Answer questions about policies and procedures from court staff, attorneys, litigants, agencies, community partners, and the public
• Helping with training and filling in for other court staff as needed

Benefits

• 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.
• You are potentially eligible for a 5% annual increase.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED