Clerk V (#414)

Maine Judicial Branch•Portland, ME

About The Position

This is highly responsible managerial, clerical, administrative, supervisory, and public relations work, assuming responsibility for the operations of the Clerk of Court’s office in a Superior Court or District Court, or a consolidated Superior Court/District Court Clerk’s Office. The Clerk coordinates and supervises all activities within the office and is accountable for all facets of its operation (maintaining the court record, operational planning, caseload management, employee training and supervision, problem solving, complaint handling, etc.). The Clerk of Court serves as the primary contact with judges, employees, attorneys, and the public, and ensures that all staff utilize appropriate customer service skills. The Clerk of Court V position is reserved for the largest of courthouses in the State of Maine and this position will be accountable for all operational activities as they relate to the clerk function, including, but not limited to: planning; caseload management; scheduling of dockets and courtrooms; allocation of resources; employee training and supervision; problem solving; and, resolving complaints.

Requirements

Bachelor’s Degree required. Ten years of experience in the clerk’s office may be substituted for the education requirement.
For internal candidates, completion, within the last two years, of MJB provided courses in: HR Procedures, Discipline, Performance Evaluations, Team Building, Interviewing. For external candidates, or internal candidates who meet all other requirements, these courses must be completed within the first year of being hired.
A minimum of 10 years supervisory experience with increasing responsibilities required.
Excellent communication and interpersonal skills.
A proven record of leadership and accomplishment; preferably in a court environment.
A thorough understanding of organizational procedure and human aspects of managing an organization.
A proven record of accurate attention to detail.
Ability to interact effectively with the public, other court staff, judges and attorneys in a variety of situations and circumstances using excellent customer service skills.
Ability to understand and follow oral and written instructions.
Ability to balance competing interests of department and stakeholders in a multi-faceted organization.
Strong oral and written communication skills, including speaking to groups.
Strong skills in mathematical and accounting functions, and the ability to accurately receive and distribute funds.
Ability to analyze office workflow, troubleshoot, prioritize workloads, and implement changes.
Strong interpersonal, critical thinking, and problem-solving skills.
Knowledge of administrative and clerical procedures governing clerks’ offices, including the Clerk’s Manuals, as well as Judicial Branch policies and procedures.
Knowledge of court procedures, legal documents, laws and legal factors pertaining to the court system, and the ability to understand court procedures, legal documents, laws and legal factors pertaining to the court system.
Ability to effectively explain and enforce Judicial Branch policies and procedures.
Ability to maintain confidentiality of sensitive Judicial Branch information.
Ability to learn and implement detailed computer applications.

Responsibilities

Assess and improve the strengths, deficits and capacities of clerk staff.
Provide leadership for all clerk staff by focusing on excellence in public service, and responsiveness to changing public needs.
Re-allocate resources and implement change as necessary to optimize the ability of the Clerk’s office to meet the needs of the public and the Maine Judicial Branch.
Plans, analyzes, and organizes the work of the Clerk’s Office
Responsible for overseeing consistent application of docketing procedures, scheduling of cases, and courtroom processes.
Works with the Regional Scheduling Judges to assure that the administrative and operational needs of the court are effectively and efficiently met.
Supervises and/or accurately performs any or all of the following: docketing, case processing, and filing of matters before the Court.
Calendars pre-trial activities, trials, motions, and other proceedings.
Handles and processes fines, fees, costs, bail, and other funds paid to or through the Court and maintains books, ledgers and accounts as necessary.
Oversees jury management activities, as appropriate.
Issues, maintains, and recalls warrants of arrest, and reviews all reports and takes appropriate action based on the reports.
Oversees operation of courtroom clerks and/or serves as courtroom clerk, including performing duties as required by the judge/justice.
Prepares abstracts and reports for the Administrative Office of the Courts, Secretary of State, State Bureau of Investigation and other agencies, as directed.
Oversees operation of electronic recording machines, maintains appropriate logs, and performs duties ancillary to recording.
Is responsible for implementing operational plans as the courts move into electronic filing.
Is responsible for evaluating and taking appropriate action based on reports from the Administrative Office of the Courts detailing docketing concerns.
Responsible for planning, analyzing, and organizing the work of the office.
Hires, supervises, trains, evaluates, and disciplines employees.
Assigns, reviews, and evaluates work.
Maintains a working knowledge of Human Resources Manual.
Ensures staff provides courteous, professional assistance and maintains effective working relationships with all who interact with the Office including Judges, Attorneys, Law Enforcement, and members of the public.
Handles complaints from both internal and external sources.
In conjunction with management, communicates with justices, judges, prosecutors, defense attorneys, self-represented litigants, and the public.
Assesses health and safety needs of staff.
Responds to inquiries in person and over the telephone from the public, judges/justices, attorneys, and other state and federal agencies concerning matters before the Court.
In conjunction with management, ensures compliance with records retention schedule.

Benefits

Work-life balance: 13 paid holidays, 4 weeks of vacation leave, and 12 paid sick days every year.
Paid Parental Leave: 4 weeks
Gym membership and childcare reimbursement programs
Public Service Student Loan Forgiveness Program
Health insurance coverage (85%-100% employer-paid for employee-only plan)
Health insurance premium credit (5% decrease in employee premiums)
Dental insurance (100% employer-paid for employee-only plan)
Health and dependent care flexible spending accounts
Defined Benefit Pension plan contributions
Voluntary deferred compensation (retirement savings 457 Plan)
Up to $1000 Tuition Reimbursement each year
Employer-paid life insurance (1x annual salary)
Additional wellness benefits