Associate Clerk (#185) Internal Judicial Branch Employees Only

Judicial Department • Skowhegan, ME

4d • Onsite

About The Position

The Associate Clerk works in the Clerk’s Office of the State of Maine Judicial Branch, which maintains the court’s official record. The role involves responsible clerical, administrative, and customer-service work and close coordination with judges, Clerks of Court, and other judicial and administrative staff. It includes extensive contact with the public and attorneys in person and by telephone, as well as communication by email with attorneys, court security, other Judicial Branch divisions, and stakeholders. The work requires use of computer systems and office and courtroom equipment, and knowledge of basic office procedures.

Employees in this class generally supervise one to five full-time-equivalent employees, including assigning and reviewing work, training, and participating in hiring, evaluation, and discipline. They may also serve as the primary backup for the Clerk and other higher-level office supervisors. The Associate Clerk may oversee Clerk’s Office operations in their absence and perform or supervise a broad range of court-record, docketing, scheduling, financial, courtroom, jury-management, and administrative functions. The position may involve travel to other courts or Judicial Branch worksites when required.

This posting is for internal Judicial Branch employees only. The position is located at Somerset County Courthouse in Skowhegan, Maine. The salary is Grade 12, $25.77 to $34.89 per hour.

Requirements

• High school graduation or GED.
• Four years of experience providing customer service and/or clerical or office administration.
• Two years of experience in a Clerk’s Office; college coursework may substitute for work experience on a year-for-year basis. This requirement may be waived in certain two-person offices where the Associate Clerk does not supervise another employee.
• Accurately keyboard or type at least 45 words per minute.
• Knowledge and ability in computer software such as MS Office, Google Workspaces, or other dedicated computer information programs, demonstrated through training, education, or work experience.
• Knowledge of basic office procedures.
• Supervisory experience in an office setting or relevant supervisory training.
• Ability to plan, assign, and effectively and positively supervise the work of a small number of subordinate employees.
• Ability to train and mentor employees and manage office conflict.
• Skill in customer-service principles and knowledge of progressive-discipline principles.
• Ability to complete work accurately with attention to detail.
• Ability to interact effectively with the public, supervisors, court staff, judges and justices, attorneys, and others in varied situations.
• 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, and Judicial Branch policies and procedures.
• Ability to understand court procedures, legal documents, laws, and legal factors pertaining to the court system.
• Ability to maintain confidentiality of sensitive Judicial Branch information.
• Ability to learn detailed computer applications.
• Proficiency in using and caring for office equipment, including typewriters, computers, calculators, copy machines, postage machines, and fax machines, and ability to learn equipment such as TTY devices, cash drawers, credit-card readers, and video-conferencing equipment.
• Ability to work independently and as part of a team.
• Ability to manage time effectively and multitask in a busy courthouse environment.

Nice To Haves

• Associate degree or above.

Responsibilities

• Plan, assign, and review the work of subordinate employees.
• Supervise and train employees, and participate in hiring, evaluation, and discipline as assigned.
• Oversee Clerk’s Office operations in the absence of the Clerk or other higher-level office supervisors.
• Docket, process, and file matters before the Court.
• Schedule pre-trial activities, trials, motions, and other proceedings, including mailing and emailing court notices to litigants.
• Manage trailing dockets and consolidated trial lists.
• Handle fines, fees, costs, and other funds paid to or through the Court, and maintain books, ledgers, and accounts as necessary.
• Prepare warrants, suspensions, abstracts, and reports for the Administrative Office of the Courts, Secretary of State, State Bureau of Investigation, and other agencies as directed.
• Communicate effectively with the public, media, court staff, judges and justices, attorneys, and state, local, county, and federal agencies concerning matters before the Court.
• Operate basic office machines and equipment, including computers, copiers, fax machines, printers, calculators, TTY equipment, and video-conferencing equipment as necessary.
• Operate electronic recording equipment, maintain appropriate logs, and perform duties related to recording courtroom proceedings.
• May manage financial functions, reports, and accountability within the clerks’ office of the UCD.
• Use computer applications for document sharing, docketing, and file management.
• Operate courtroom equipment and technology, including FTR digital software, analog recording systems, courtroom sound systems, assisted-listening devices, video monitors, DVD and VHS equipment, interactive video-conferencing systems, and MAC and PC systems.
• Record, monitor, and log court proceedings using digital or analog electronic recording systems, and operate courtroom video equipment.
• Participate in traverse and grand jury management, including preparing lists and mailing questionnaires.
• Serve as courtroom clerk and perform duties required by the judge or justice, including jury selection, trials, and other courtroom proceedings.
• Perform administrative duties, such as monitoring supplies and forms, as requested by the Clerk or another supervisor.
• Manage virtual courtrooms for proceedings held over Zoom or another virtual format.
• Travel to other courts or Judicial Branch worksites when required.
• Adhere to the Judicial Branch Code of Conduct, including requirements related to professionalism and confidentiality.

Benefits

• 13 paid holidays.
• More than two weeks of vacation leave.
• 12 paid sick days each year.
• Four weeks of paid parental leave.
• Gym membership reimbursement program.
• Childcare reimbursement program.
• Public Service Student Loan Forgiveness Program.
• Health insurance with 85%–100% of the employee-only plan paid by the employer.
• Health insurance premium credit reducing employee premiums by 5%.
• Dental insurance with the employee-only plan fully paid by the employer.
• Health and dependent-care flexible spending accounts.
• Defined Benefit Pension plan contributions.
• Voluntary deferred compensation retirement savings 457 Plan.
• Up to $1,000 in tuition reimbursement each year.
• Employer-paid life insurance equal to one times annual salary.
• Additional wellness benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED