Initial Posting Date: 09/06/2024 Application Deadline: 09/15/2024 Agency: Judicial Department Salary Range: $4,363 - $6,769 Position Type: Employee Position Title: Court Operations Specialist (Judicial Assistant) Job Description: Interviews: will be scheduled within two weeks after the application deadline. Who We Are 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, lived experience, and education, plus any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position. We welcome all candidates who are inspired by our work and mission. Benefits to You * 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. * In this job profile, we offer candidates new to OJD the first step of the salary range. You are potentially eligible for a 5% annual increase. Position Highlights The Josephine County Circuit Court in Grants Pass, Oregon, is hiring a Judicial Assistant (Court Operations Specialist) to provide moderate-to-complex administrative support to a judge in the courtroom and in chambers. In this role, you will prepare the courtroom for daily proceedings by completing audio checks of the electronic recording equipment, restocking court forms, and ensuring that there are enough office supplies available. When court is in session, you will provide security by remaining alert and observing activity. You will record trials and hearings, keep accurate logs, announce the names of jurors during jury selection, swear in witnesses, mark and maintain exhibits, perform real-time data entry, prepare forms, and process warrants, plea petitions, appeal notices, and judgments. You will secure the courtroom after each court session. When not in the courtroom, you will type correspondence, orders, and opinions, make copies and route them for delivery, file incoming correspondence and reports, review daily dockets for accuracy and scheduling conflicts, make travel arrangements, and process travel reimbursement vouchers. You will schedule appointments, meetings, and phone conferences. You will also answer questions about policies and procedures from court staff, attorneys, litigants, agencies, community partners, and the public; the customer service you provide will be in person, over the phone, and in writing. Part of your time will be spent supporting other in-county and out-of-county judges and pro tem judges as needed. Assigned tasks may be changed to accommodate workload and organizational needs. Instructions for Cover Letter and Work History/Resume Your cover letter and work history/resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below. Cover Letter * Attach your cover letter (not to exceed two pages) in the Resume / Cover Letter section of the application. Your cover letter and filename should include your name. * In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below. * Address the cover letter "To the Hiring Manager." * Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter. * Prepare your cover letter before starting your Workday application. Work History/Resume * Attach your updated resume in the Resume / Cover Letter section of the application. Your resume and filename should include your name. OR * Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume. Failure to follow these instructions 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. The application deadline is 11:59 p.m. on the date listed above. Minimum Qualifications (These must be evident in your resume or work history.) The qualified candidate must have a high school diploma or equivalent. AND Four (4) years of responsible administrative experience in a moderately complex office or business setting demonstrating the knowledge, skills, and abilities needed for this position. OR Any combination of education and experience equivalent to four (4) years of experience that typically supports the knowledge, skills, and abilities for the position. Special Qualifications (These must be verifiable.) None. Requested Skills and Attributes (These must be addressed in your cover letter.) * 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 complete various tasks. * Experience coordinating schedules and maintaining calendars. * Experience providing customer service to a variety of individuals in challenging circumstances. * Ability to work effectively as a team in multiple areas of the court. * Experience explaining processes, procedures, or policies. * Skill in writing and reviewing documents for accuracy, content, grammar, and punctuation. 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. This position is eligible for overtime compensation for hours worked in excess of 40 per workweek. * Occasional after-hours or overtime work may be required. * Possible exposure to disturbing/hazardous court exhibits. * 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, highly stressful situations, or trauma, including people who may be angry, hostile, or otherwise difficult. * Must be able to pull, bend, twist, and lift up to 25 pounds. * Long periods of sitting or standing. * Regular use of the following equipment: electronic recording 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. Reference Checks By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product. United States Employment Eligibility OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security's I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States. 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 inbox 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 OJD'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, OJD complies with Oregon's pay equity law. In this job profile, we offer candidates new to OJD the first step of the salary range. For more information on pay equity, click here. Employee Benefits Click here to access information specific to OJD employee benefits. Public Service Loan Forgiveness OJD is an eligible employer for the Public Service Loan Forgiveness program. To learn more about this program, and how to qualify, please click here. 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 here. * For questions about a specific OJD job posting, call 503-986-5930 or email ojd.hrsd@ojd.state.or.us. The Oregon Judicial Department embraces equal opportunity and affirmative action. We are committed to building a diverse team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.