Court Operations Associate - Probate Team

Minnesota Judicial Branch•Brainerd, MN

6d•$22 - $35•Hybrid

About The Position

The Seventh Judicial District is seeking a Court Operations Associate for the Seventh District Probate team. This role involves varied court work, including case processing using computer systems, providing customer service via multiple channels, reviewing legal documents, updating court records, determining proper routing of filings, calculating costs, interpreting legal documents, and preparing/scanning documents for EFS. The position also includes scheduling and rescheduling court cases and contacting relevant parties. The primary work location will be determined upon selection, with travel required to assist in other counties within the district. This position requires regular on-site work but allows for a hybrid work environment with a good internet connection.

Requirements

High School Diploma or Equivalent
One (1) year of relevant job experience or greater, which may include but is not limited to customer service, administrative or office work. Additional education may substitute for experience.
Experience using electronic applications, such as Microsoft Office Suite, Adobe Acrobat, and the ability to learn job related software.
Experience providing exceptional customer service while working under pressure in a high volume, fast-paced environment.
Ability to multitask and prioritize duties while remaining flexible and adaptable to change.
Ability to effectively communicate verbally and in writing, including the handling of sensitive and confidential matters.
Ability to read, comprehend and explain rules, statues, legal documents, policies and procedures of varying complexity.
Ability to establish and maintain respectful, and effective working relationships with others.
Ability to work in an inclusive, multicultural environment and professionally exhibit cultural sensitivity.
Ability to begin new tasks with little supervision while maintaining a high degree of accuracy in work product and demonstrating attention to detail.
Ability to make independent judgements and decisions.
Excellent customer service and interpersonal skills, including the ability to de-escalate difficult interactions.
Reliable with the ability to meet commitments of work duties.
Successful candidate will be required to pass a criminal background check.
Current judicial branch employees must have satisfactory performance in all competencies in their most recent performance evaluation and no discipline above an oral reprimand in the preceding 6 months.

Nice To Haves

Associate or bachelor's degree in criminal justice, Political Science, Business Administration or a related field.
Experience working in the legal field or court setting in the areas of Guardianship, Conservatorship, Probate, and Commitment.
Extensive knowledge of current court policies, procedures, processes and terminology.
Knowledge and experience with Minnesota Court Information Systems (MNCIS) and eFile and eServe (EFS).

Responsibilities

Assign appropriate security for documents; public; confidential and sealed.
Scan original documents into digital files for attachment to MNCIS case record in all case types.
Notify relevant individuals about missing information, documents, or non-compliant legal forms.
Initiate case records using electronic means or paper documents.
Record required data regarding parties, documents, flags, comments, and events in MNCIS and other relevant systems.
Review scanned documents to assure accurate/readable images and ensure they are scanned into the appropriate case.
Monitor all documents coming in for probate/guardianship/conservatorship and commitment files.
Monitor and track case processing.
Follow up with lawyers/parties/judge.
Coordinate schedules between attorneys and court.
Enter data for probate/guardianship/conservatorship, Estate and Commitment files.
Monitor all documents for briefing schedules proposed orders.
Monitor and track case process, follow up with lawyers/parties/judge when cases are off track, and/or dismiss inactive cases.
Monitor and update judges under advisement cases.
Implement informal compliance enforcement measures when appropriate (e.g., written and telephone notices, hearings on noncompliance of annual documents in a guardianship file).
Enter data for specialized team regarding Guardianship, Conservatorship and Estates.
Consult necessary resources such as CAPs, QRGs, and other reference materials when processing a particular case.
Conduct conflict checks for judges on cases either as part of calendaring or general case processing to determine if conflicts exist between the judge and parties or attorneys.
Process and prepare special case certification records for personal representatives in probate.
Process warrants.
Monitor status of individual cases.
Assist parties or other customers with general questions about the courthouse, court process, or other court-related questions.
Prepare certified and plain copies of court records upon request.
Provide support to parties, attorneys, self-represented litigants at counter, phone or via electronic communications including answering questions and providing information, documents, and forms.
Prepare, process, and/or file office and court documents, posting and checking information, performing receptionist duties, or performing related office support duties.
Assist or support internal customers, which may include answering questions and providing information, advice, policy interpretation, documents, to court staff, judges.
Identify and process documents for the sealing process.
Reconstruct and/or purge files when necessary pursuant to retention schedule.
Assign cases to regularly scheduled calendars, which may include rescheduling, contacting justice partners, and/or parties, etc.
Coordinate rescheduling on removals and recusals.
Update, reschedule, and reassign cases as necessary, which may include calendaring the next hearing.