State of Oregon Judicial Services Specialist 3 (Records Clerk - PART-TIME) in Baker City, Oregon

Judicial Services Specialist 3 (Records Clerk - PART-TIME)

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Judicial Services Specialist 3 (Records Clerk - PART-TIME)

Salary

$2,826.00 - $4,603.00 Monthly

Location

Baker City, OR

Job Type

Permanent

Department

Judicial Department - State Courts

Job Number

OJD-BAKJSS3-02

Closing

7/29/2018 11:59 PM Pacific

  • Description

  • Benefits

  • Questions

Description

Note 1: This is a part-time position (.50 FTE, 50% of full time). The salary range for this part-time position is $1,413.00 - $2,301.50 per month.

Note 2: There may be an opportunity to transfer into a full-time position within the same classification on January 1, 2019.

This is a Records Clerk position with Baker County Circuit Court.

The purpose of this position is to perform a variety of complex clerical or administrative support duties relating to court operations. The successful applicant will be reliable, proficient using a computer, and able to face challenging situations with tact and diplomacy, all while working in a busy environment with frequent interruption.

Duties & Responsibilities

Typical job duties may include, but are not limited to, the tasks listed below. Assigned tasks may be changed to accommodate workload and organizational needs.

  • Follow Court and OJD processes, procedures, guidelines, and statutory timelines when performing all tasks and duties.

  • Maintain a high level of professionalism, efficiency, and accuracy.

  • Determine and maintain confidentiality when working with sensitive or confidential information, records, documents, and files.

  • Work and contribute as an effective team member.

File Maintenance Program Responsibilities

  • Store and retrieve requested files and documents from paper as well as an electronic case/document management system (Odyssey).

  • Screen paper files for archive purposes.

  • Purge and scan all archive and current files as directed by the Trial Court Administrator (TCA).

  • Proof previously scanned case files and documents for accuracy. Take corrective actions as necessary.

  • Track storage requirements and availability for all paper files.

Customer Service and Clerical Responsibilities

  • Assist customers via the court service window, telephone, and electronically.

  • Retrieve and provide information from the case/document management system to answer questions.

  • Explain court processes, procedures, and policies.

  • Process records requests, ensuring confidential information is

    not released.

  • Make copies of documents, including certified and

    exemplified copies.

  • Accept, check for accuracy and completeness, and record documents filed with the court (paper and electronically through File and Serve).

  • Record and process orders, judgments, and decrees of the court.

Other Responsibilities

  • Perform miscellaneous typing, filing, or other general office duties.

  • Perform backup coverage for other clerks for breaks and other absences as assigned.

  • Other duties as assigned by the Judge or TCA.

Working Conditions

This is a part time position and the work schedule is to be determined (20 hours) that will fall within 8:00 a.m. to 5:00 p.m., Monday through Friday. It is eligible for overtime compensation for hours worked in excess of 40 per work week.

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 at times who are angry, hostile, confused, or frustrated.

Lifting up to 25 lbs. of office materials or equipment may be required.

Long periods of sitting sitting at a computer terminal are required; regular and repetitive lifting, bending, and reaching to retrieve or put away files; and the work space may be limited depending on the task being performed.

Daily use of office equipment that may include the following: telephone, calculator, personal computer, printer, scanner, and fax and copy machines.

Qualifications, Required & Requested Skills

Minimum Qualifications

The qualified candidate must have at least two years of responsible, clerical experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.

AND

Possession of a high school diploma or GED, or equivalent life or work experience.

OR

Any combination of education and experience equivalent to three (3) years that typically supports the knowledge, skills, and abilities for this position.

Special Qualifications

None.

Requested Skills and Attributes

  • Desire to work in a small court located in a rural community.

  • Skill performing clerical or administrative tasks accurately in a business or professional setting.

  • Experience applying diplomacy or tact when dealing with upset, angry, frustrated individuals.

  • Proficiency meeting deadlines despite frequent interruptions or other distractions.

  • Experience working successfully in a team environment.

  • Experience determining and maintaining the confidentiality of information, records, documents, and files.

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

  • Proficiency typing accurately 45 words per minute or more.

Additional Information

Application Instructions

You must complete and submit the application and respond to all parts of each supplemental question. OJD will not consider resumes or cover letters unless they are specifically requested in these instructions.

You must demonstrate, in your application materials, how your work experience and education meet the minimum qualifications, special qualifications, and requested skills and attributes, listed above.

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.

Newly hired employees are required to complete and sign the Employment Eligibility Verification (Section 1 of the Form I-9) no later than the first day of employment and provide evidence of identity and employment authorization to work in the United States within three (3) business days. See Form I-9 for questions about acceptable verification documents. The Oregon Judicial Department does not offer visa sponsorships.

Apply now if you are interested in this or future vacancies. This job announcement may be used to fill future vacancies in this class of work.

Veterans' Preference

Eligible veterans who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans must attach the appropriate documentation. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.

Salary

The Judicial Department's practice is to begin employees at the first pay step. However, a higher starting pay rate may be considered depending upon the applicant's education and experience.

Conduct Expectations

Because of the Oregon Judicial Department'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 also to maintain those same high standards when taking actions in their personal lives that could reflect on the Department.

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.

For technical help with your login or online application issues, online resources are available at https://www.governmentjobs.com/home/applicationguide. You may leave a voicemail at 855-524-5627 from 6:30 a.m. to 5:30 p.m. (Pacific Time), Monday – Friday. It may take up to 24 hours to receive a response. If you do not receive a response after 24 hours, you can email technical support at support@governmentjobs.com.

Oregon government job application information and resources are available at http://www.oregon.gov/jobs/Pages/index.aspx.

For questions about a specific Oregon Judicial Department job posting, call 503-986-5930.

THE OREGON JUDICIAL DEPARTMENT IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY.

The Oregon Judicial Department offers an attractive benefit plan which provides 95% contributions toward Public Employees Benefit Board (PEBB) sponsored individual and family medical and dental insurance. The insurance contributions are pro-rated for employees who work less than full-time.

Retirement benefits include participation in the Public Employee Retirement System (PERS) or the Oregon Public Service Retirement Plan (OPSRP), depending on eligibility.

Other benefits include paid holidays, paid vacation, and sick, personal, and bereavement leaves. Optional benefits include life insurance, long and short term disability, long term care insurance, and participation in the Oregon Savings Growth Plan (deferred compensation).