Court Operations Clerk Records Clerk

Full job description Initial Posting Date:
04/05/2024 Application Deadline:
04/15/2024 Agency:
Judicial Department Salary Range:
$3,769 - $5,848 Position Type:
Employee Position Title:
Court Operations Clerk (Records Clerk) Job Description:
Interviews: Due to the high volume of applications we receive, it may take several weeks after the job posting deadline for us to schedule interviews. We will do our best to keep you informed of the status of the process.
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. The State of Oregon provides a generous benefits package, which includes family health, dental, and vision insurance, optional short- and long-term disability, term life insurance, a deferred compensation savings program, and flexible spending accounts for health care, transportation, and dependent care expenses—all of which can be tailored to individual needs. Click on the link at the end of this announcement for additional information.
The hourly equivalent for this position is $21.74 - $33.74. The salary range, identified in the job announcement, is for a new hire who is not yet a member of the Public Employees Retirement System (PERS). After becoming a member of PERS (usually after six-full calendar months of employment), the required 6% employee retirement contribution will be deducted from your pay, and your salary will be increased by 6.95% to help offset that and other cost increases (such as Medicare, Social Security, state taxes, and federal taxes). For new hires who are already active PERS members, the 6% salary deduction and 6.95% salary increase will be effective immediately upon hire.
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.
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!
Position Highlights
The Marion County Circuit Court
in Salem, Oregon, is hiring a Records Clerk (Court Operations Clerk) to join our team in the Records unit. In this role, you will handle basic records processing, data entry, filing, and support duties on a rotational basis. You will provide customer service by responding to routine questions from the public at the service counter, over the phone, and in writing. You will retrieve current and archived court files for judges, court staff, and the public and will return the files after use. Additionally, you will prepare copies of paper documents and audio files, scan documents, perform microfilm searches, and sort, open, and distribute mail. You will also process customers' payments for copies and various court forms.
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.
Minimum Qualifications
(These must be evident in your resume or work history.)
The qualified candidate must have a high school diploma or equivalent.
AND
At least one (1) year of responsible clerical experience in a moderately complex office or business setting.
OR
Any combination of education and experience
equivalent to one (1) year of experience that typically supports the knowledge, skills, and abilities for the position.
Special Qualifications
(These must be verifiable.)
None.
Requested Skills and Attributes
(All of these must be addressed in your cover letter. Failure to do so may result in the rejection of your application.)
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.
Ability to provide customer service to people who may be facing challenging circumstances, high levels of stress, or trauma.
Ability to identify and safeguard confidential information and materials.
Experience handling cash or credit card transactions and generating receipts.
Working Conditions
This is a full-time position, and the work schedule 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.
This position is not eligible for remote work.
Work is performed in an open office area and in a vault-like file room.
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.
May be required to stand or walk for up to five hours per day.
Frequent pushing, pulling, bending, and reaching.
Occasionally lifting or moving items that weigh up to 40 pounds.
Regular use of the following equipment: telephone, OJD-assigned computer with multiple monitors, copy machine, fax machine, microfilm, 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 , 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 or email
.
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.