Judicial Services Specialist 3 (Judicial Assistant)

Initial Posting Date: 07/29/2022 Application Deadline: 08/14/2022 Agency: Judicial Department Salary Range: $3,201 - $5,214 Position Type: Employee Position Title: Judicial Services Specialist 3 (Judicial Assistant) Job Description: Application Tips & Requirements Workday times out after approximately 15 minutes of inactivity. Although OJD employees are paid monthly, for information purposes, the hourly equivalent rate for the Judicial Services Specialist 3 classification is $18.47 - $30.08. Candidates new to the department are not typically hired at the higher steps of the range. This hourly rate does not include our considerable benefits available to employees. COLA: a 3.1% cost of living adjustment (increase in salary) will be added to this position on 08/01/2022 (payable on 09/01/2022). Prepare your cover letter before starting your Workday application. REQUIRED: a cover letter AND a completed work history, either through your completion of the Job History (internal candidate) or Work Experience (external candidate) portion of your Workday profile, OR by attaching an updated resume. A resume is preferred. Your cover letter and work history must demonstrate how you meet the Minimum Qualifications, Special Qualifications, and Requested Skills and Attributes, listed below. You must follow all Instructions to be considered for this position. Failure to provide a completed work history and cover letter will result in your removal from consideration. Columbia County Circuit Court is hiring a Judicial Assistant (Judicial Services Specialist 3). As a Judicial Assistant…. Much of your day is spent providing moderate to complex administrative support to a judge. This includes processing complex documents or records (both hard copy and electronic), preparing case documents such as papers, orders, or judgments and reviewing documents filed with the court for accuracy and completeness. You will track the status of cases assigned to the judge and maintain the judge’s calendar. You will also determine what actions, if any, are the next steps on certain case types. You will be preparing jury instructions for jurors. Your position is responsible for scheduling and organizing critical and complex dockets and other appearances among multiple parties in accordance with statutory timelines and established guidelines. You will at times act as courtroom clerk for coverage relief. Working within established guidelines, you will determine and take necessary actions on complex transactions, issue or recall warrants, enter real-time data entry of courtroom proceedings while court is in session, and provide technical support of electronic recording equipment. You will provide support in the courtroom during all types of matters, including criminal, civil, and family law matters. You will have frequent interaction with law enforcement, judges, attorneys, parties to cases, and with many people who are facing very challenging life circumstances or stressful situations. You will be expected to provide excellent customer services to these parties. You will use established policies and procedures to perform your work, while also ensuring statutory requirements are met. Most importantly, you will be part of our justice system that ensures peoples’ cases are heard impartially and in a timely manner. If these duties sound interesting you, we encourage you to apply. Assigned tasks may be changed to accommodate workload and organizational needs We welcome all candidates who are inspired by our work and mission. What can help you get a chance to interview? It’s important to know your application will be read by an actual person, not a computer algorithm. When we read your cover letter, we are looking to see if you are writing to us, at OJD, and whether you have addressed the Requested Skills and Attributes listed below. Using a generic cover letter is likely not going to get you an interview, so please take the time needed to personalize your cover letter. Instructions for Cover Letter, Work History or Resume This recruitment requires a cover letter and a complete work history that addresses the Requested Skills and Attributes. To be considered for this position, you must follow these instructions: Resume/Work History Attach your updated resume in the Resume / CV / Cover Letter section of the application. The attached resume file should include your name. OR Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume. Cover Letter Attach your cover letter (not to exceed two pages) in the Resume / CV / Cover Letter section of the application. The attached cover letter file should include your name. In the body of your cover letter, please include responses to all three Requested Skills and Attributes listed below. Address the cover letter “To the Hiring Manager.” Failure to follow these above points may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience. Minimum Qualifications (These must be evident in your resume or work history for full consideration.) The qualified candidate must have at least two (2) 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. Special Qualifications (These must be verifiable in your application.) None. Requested Skills and Attributes (These must be addressed in your cover letter for full consideration.) Experience providing direct, moderate to complex clerical support to one or more other persons, which including proofreading documents, managing calendars, and communicating on behalf of another person. Experience explaining processes, procedures, rules, or decisions to others who may be unfamiliar, confused, or upset about information or next steps. Experience entering data er in a real-time, fast-paced environment, such as a court system or other legal environment, where there is noise, distraction, and frequent interruption. WORKING CONDITIONS This is a full-time position, and the work schedule currently is 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. Long periods of sitting or standing at a computer performing data entry. Frequent phone and in-person contact with people from diverse backgrounds. Frequent phone and in-person contact with people who may be facing challenging life circumstances or highly stressful situations. Regular use of the following equipment: telephone, OJD-assigned computer with multiple monitors, copy machine, fax machine, and scanner. ADDITIONAL INFORMATION Criminal Background Check 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. United States Employment Eligibility OJD does not offer visa sponsorships. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. Future Vacancies 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 after they receive an email in their Workday in box requesting the information to verify eligibility. The action item, asking veterans to attach their documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources. 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. As an employee, you will be expected to preserve the confidentiality of information received in the course of OJD employment. Pay Equity As an employer, the Oregon Judicial Department complies with Oregon’s pay equity law. We determine salary from applicable professional experience and education. For more information on pay equity, click here. Employee Benefits Click here to access information specific to Oregon Judicial Department employee benefits. 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. Workday related information and resources are available at https://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.