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Judicial Services Specialist 4 (Civil and Family Law Clerk)

Judicial Department

This is a Full-time position in Oregon City, OR posted May 3, 2021.

Initial Posting Date: 04/08/2021Application Deadline:04/29/2021Agency:Judicial DepartmentSalary Range:$3,441 – $5,608Position Type:EmployeePosition Title:Judicial Services Specialist 4 (Civil and Family Law Clerk)Job Description:Note: This position may be filled as a developmental underfill at the Judicial Services Specialist 3 (JSS3) classification level. See the “Minimum Qualifications” section for details. The pay range for a JSS3 is $3,123-$5,087.Application TipsWorkday times out after approximately 20 minutes of inactivity.Prepare all attachments in advance of starting your Workday application.This job posting requires a cover letter and resume.You must follow the Attachment Instructions found near the bottom of this job posting to be considered for this position.The Civil Case Processing unit at the Clackamas County Circuit Court is hiring a Civil and Family Law Clerk (OJD Judicial Services Specialist 4).As a Civil and Family Law Clerk …Much of your day will be spent providing direction and technical expertise for the court’s civil and family law unit, including protective orders. You will provide knowledge of complex and technical areas of these case types, their business processes, and computer software expertise as cases move through the court system. You will provide recommendations for standardized forms, manuals, policies, and procedures. You will review aging cases, acknowledge cases with missing elements and determine next courses of action. You will review and approve documents for judicial signature. You will also need to determine and identify active parties on cases, as these may change during the course of these case matters.You will electronically track and communicate with all parties as needed on civil and family law cases. There are often multiple, even dozens of parties, on these case types. This includes understanding case financial records to ensure all parties have paid their filing fees.Additionally, you will respond to questions from both internal and external customers about case status and offer excellent customer service to people who may be facing challenging or highly stressful life circumstances. Customer service is provided in person, over the phone, and electronically.Lastly, you will use established policies and procedures to perform your work and ensure statutory requirements are met. Most importantly, you will be part of our judicial system that ensures people’s cases are heard impartially and in a timely manner. We welcome all candidates who are inspired by our work and our mission.Working ConditionsThis 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.Remote work may be available for this position. All remote work assignments begin, end, or change only with administrative authority approval.Long periods of sitting or standing at a computer.Frequent phone and in-person contact with people from differing cultural, educational, or socio-economic backgrounds.Frequent interaction with people who are responding to stressful circumstances, life challenges, or trauma.Regular use of the following equipment: telephone, personal computer with multiple monitors, copy machine, fax machine, and scanner.Frequent lifting, bending, twisting, kneeling, and standing may be required.Lifting up to 40 pounds of office material or equipment may be required.This is a high volume, fast-paced office environment with interruptions and frequent case-type deadlines that require a high volume of document handling, processing in a timely manner, and long periods of sitting while entering data into the computer.MINIMUM QUALIFICATIONSThis position will be filled one of two ways: by appointment of an applicant who meets the minimum qualifications (as identified below) for a Judicial Services Specialist 4ORby developmental underfill of an applicant who meets the minimum qualifications (as identified below) for an Judicial Services Specialist 3.Judicial Services Specialist 4 Minimum QualificationsThe qualified candidate must have at least three (3) years of responsible, clerical experience in a complex office or business setting involving the processing of financial, administrative, or legal documents.ANDPossession of a high school diploma or GED, or equivalent life or work experience.ORAny combination of education and experience equivalent to four (4) years that typically supports the knowledge, skills, and abilities for this position.Judicial Services Specialist 3 Minimum QualificationsThe 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.ANDPossession of a high school diploma or GED, or equivalent life or work experience.ORAny combination of education and experience equivalent to three (3) years of experience in a moderately complex business environment.Requested Skills and AttributesExperience performing a variety of clerical or administrative tasks in a fast-paced environment.Experience performing real-time data entry.Experience developing standardized forms and business processes.Experience reviewing law, policy, and procedure and distilling the information into actionable business processes.Experience and skill explaining and training on processes, procedures, or policies to a variety of audiencesExperience working with family or civil law.Skill meeting deadlines despite frequent interruption or distraction.Skill reviewing documents for completeness and accuracy.Skill in communicating effectively with people who may have differing cultural, educational, or socio-economic backgrounds.Proficiency using a variety of software programs to access and input information and complete various tasks.Proficiency using virtual meeting software such as Zoom, Teams, or Webex.Experience working for the Oregon Judicial Department.APPLICATION INSTRUCTIONSYou mustcomplete and submit your application, respond to all parts of each application question, and attach the document as instructed below. Failure to follow these instructions may result in your application materials being removed from consideration or in receiving a lower score during evaluation. Only documents specifically requested in the Attachment Instructions below will be considered.You mustdemonstrate, in your application materials, how your work experience and education meet the minimum qualifications, special qualifications, and requested skills and attributes, listed above. Additionally, your experience described in the answers to the questions or attachments, must be reflected in the Job History (internal candidate) OR Work Experience (external candidate) portion of your application.Attachment InstructionsThis recruitment requires a resume and cover letter. To be considered for this position, you must follow these instructions:Attach your resume and cover letter in the Resume/CV/Cover Letter section of the application. Address your cover letter to the “Hiring Manager”.In the body of your cover letter, address how your cumulative experience (employment, training, education, volunteerism) qualifies you to perform the duties of this position and discuss which aspects of the listed “Requested Skills and Attributes” (see above) you meet. Use specific examples in your description to demonstrate your accomplishments.In addition to whether and which requested skills and attributes you meet, all application materials will be evaluated for proper language, grammar, punctuation, and spelling. ADDITIONAL INFORMATIONCriminal Background CheckYou 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 EligibilityOJD 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 VacanciesApply 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’ PreferenceEligible 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 theOregon job opportunities Veteransweb page for additional details, information, and resources.Conduct ExpectationsBecause 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.Employee BenefitsClick here to access information specific to Oregon Judicial Department employee benefits.Questions and SupportIf 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.

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