Court Operations Specialist (Multiple Positions!)

State of Oregon • Hillsboro, OR

7d • Onsite

About The Position

This recruitment may be used to fill multiple positions. 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 these positions. We welcome all candidates who are inspired by our work and mission. The Washington County Circuit Court in Hillsboro, Oregon, is hiring a Courtroom Clerk and a Judicial Assistant (Court Operations Specialists). In the courtroom, you will support the judge by preparing daily dockets, coordinating proceedings, operating the digital recording equipment, completing log notes, and filling out forms, orders, and judgments. You will schedule and facilitate remote hearings as needed. You will swear in witnesses and jurors, process exhibits, verify that pleadings submitted to the court are accurate and complete, research the status of cases, and enter orders into the record. As the bailiff, you will watch for security concerns. You will also manage juries by maintaining security, ensuring jurors’ needs are met, arranging for meals, and liaising with jurors, the court, and attorneys. In chambers, you will perform data entry, maintain multiple calendars, arrange for the return or disposal of exhibits, draft letters, prepare orders, and proofread and distribute correspondence. You will also help track cases and documents, manage the assigned caseload, and receive and deliver files, mail, documents, and supplies. You will answer customers’ questions about pending motions, outstanding rulings, and scheduled hearings, and you will prevent ex parte contact with the judge. The support you provide will be in person, over the phone, and through email. 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 these positions.
• Any combination of education and experience equivalent to four (4) years of experience that typically supports the knowledge, skills, and abilities needed for these positions.

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 to 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 and skill in writing and reviewing documents for accuracy and completeness.
• Bilingual English/Spanish proficiency is preferred.

Responsibilities

• Preparing daily dockets
• Coordinating proceedings
• Operating the digital recording equipment
• Completing log notes
• Filling out forms, orders, and judgments
• Schedule and facilitate remote hearings as needed
• Swearing in witnesses and jurors
• Process exhibits
• Verify that pleadings submitted to the court are accurate and complete
• Research the status of cases
• Enter orders into the record
• Watch for security concerns
• Manage juries by maintaining security
• Ensuring jurors’ needs are met
• Arranging for meals
• Liaising with jurors, the court, and attorneys
• Perform data entry
• Maintain multiple calendars
• Arrange for the return or disposal of exhibits
• Draft letters
• Prepare orders
• Proofread and distribute correspondence
• Help track cases and documents
• Manage the assigned caseload
• Receive and deliver files, mail, documents, and supplies
• Answer customers’ questions about pending motions, outstanding rulings, and scheduled hearings
• Prevent ex parte contact with the judge

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