Assistant Clerk (#522)

ASSISTANT CLERK

General Summary: 

            This is responsible clerical work in a Clerk’s Office. Extensive contact with the public in person or by phone requires the incumbent to utilize excellent customer service skills. Office responsibilities require extensive use of various computer systems and office equipment, as well as knowledge of basic office procedures.

Essential Job Functions:*

Accurately performs any or all of the following:

• Dockets, processes, and files matters before the Court.
• Schedules pre-trial activities, trials, motions, and other proceedings.
• Manages trailing dockets and consolidated trial lists.
• Handles and processes fines, fees, costs, and other funds paid to or through the Court, and maintains books, ledgers, and accounts, as necessary.
• Prepares abstracts and reports for the Administrative Office of the Courts, Secretary of State, State Bureau of Investigation, and other agencies, as directed.
• Communicates and interacts effectively in person, over the telephone, and in writing with the public, judges/justices, attorneys and other state, local, county, and federal agencies concerning matters before the Court.
• Operates electronic recording machines, maintains appropriate logs, and performs duties ancillary to recording.
• Participates in jury management activities, both traverse and grand, including preparation of lists and mailing of questionnaires.
• Serves as courtroom clerk and performs duties as required by the judge/justice, including the jury selection process.
• Performs administrative duties, such as monitoring supplies and forms, as requested by the Clerk.

Other Duties and Responsibilities:          

Performs other duties as required.

The above list is intended to describe the general nature and level of work being performed by employees in this classification. A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned.

Minimum Education/Skills/Experience/Training Required to be Considered for Employment: 

• Graduation from high school or GED.
• Accurate keyboard skills.
• Two years experience providing customer service and/or clerical work/office administration.
• College coursework may be substituted for the work experience on a year-for-year basis.
• Knowledge of and ability in computer software programs, such as MS Office or other dedicated computer information programs as demonstrated by training, education, or work experience.

Skills/Experience/Training Required to Adequately Perform Job Duties: 

• Accurately keyboard or type not fewer than 45 words per minute.
• Ability to complete work with accurate attention to detail.
• Ability to interact effectively with the public, supervisors, other court staff, judges/justices, and attorneys in a variety of situations and circumstances while maintaining excellent customer service skills.
• Ability to understand and follow oral and written instructions.
• Basic writing, spelling, and grammatical skills.
• Ability to perform basic mathematical functions and accurately receive and distribute funds.
• Ability to understand and follow administrative and clerical procedures governing clerks’ offices, including the Clerk’s Manual, as well as Judicial Branch policies and procedures.  
• Ability to understand court procedures, legal documents, laws, and policies pertaining to the court system.
• Ability to maintain confidentiality of Judicial Branch information.
• Ability to learn detailed computer applications.
• Proficiency in the use and care of office equipment, including typewriters, computers, calculators, copy machines, postage machines, and fax machines, and the ability to learn to use other equipment, such as a TTY, cash drawers, and credit card readers.  

Physical and Mental Demands: (include but are not limited to:)

Physical and mental ability to perform tasks in an office or courtroom environment requiring frequent and/or sustained periods of standing, sitting, walking; bending; reaching above or below desk level.  May require ability to lift or move up to 20 pounds.  Hearing ability sufficient to communicate efficiently and effectively with public and court staff.  Vision, dexterity, coordination and cognitive ability sufficient to use telephone, keyboard, computer and other office systems and equipment efficiently.  Cognitive, intellectual and mental ability to concentrate on details and/or perform more than one complex task at a time and to handle diverse pressures related to requests and needs of those using court system services.  Cognitive and mental ability to work and communicate effectively with co-workers and all levels of court personnel.  

* External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions either unaided or with the assistance of a reasonable accommodation, to be determined based on individual assessment.

Salary Information

Salary Range: $19.98 per hour to $25.99 per hour

Starting rate is generally between Step 1: $19.98 per hour and Step 2: $21.00 per hour 

A 3% cost of living increase is scheduled for July 2024

Full time. Generous fringe benefits. These include: a defined benefit pension plan; paid life insurance; health, dental and vision plans; flexible spending arrangements; paid holidays, vacation and sick leave; employee assistance program; tuition reimbursement; child and elder care reimbursement; gym reimbursement program; and 457(b) deferred compensation plan.

This posting will remain open until filled. Cover letter, resume, and on-line application required. 

Please note only on-line applications will be accepted: https://www.courts.maine.gov/about/jobs.html 

The Judicial Branch is an EEO/AA employer.

Job Type: Full-time

Pay: $19.97 - $19.98 per year