Court Operations Specialist B

City of Eugene • Eugene, OR

1d • Onsite

About The Position

The Court Operations Specialist B performs complex clerical and administrative support duties for municipal court operations. The position serves as a court operations generalist, handles complex court processing and day-to-day problem solving, and relieves the supervisor of some administrative details. Employees are fully trained in the procedures for their assigned area and provide in-the-moment direction, training, and support to Court Operations Specialist A staff.

The role supports court proceedings and administration through case-flow coordination, legal document processing, court calendars, records management, customer service, and collaboration with judges, attorneys, law enforcement, court staff, partner agencies, and the public. It also assists with staff onboarding and training, quality review, safety practices, and de-escalation. The position is based at Eugene Municipal Court in Eugene, Oregon, and is scheduled Monday through Friday, 7:30 a.m. to 4:30 p.m., with flexibility based on business needs. Occasional overtime or after-hours work may be needed.

Requirements

• Four years of administrative or clerical experience; court/legal, social work/social services, or banking experience is preferred.
• High school diploma, GED, or equivalent.
• Pass a criminal background check.
• Ability to acquire and maintain Criminal Justice Information Services (CJIS) and Law Enforcement Data System (LEDS) certification within 90 days of hire.
• Knowledge of court documents, procedures, legal terminology, statutes, regulations, and payment-processing systems.
• Moderate understanding of the criminal justice system and its principles, and knowledge of judicial administrative support functions.
• Ability to manage confidential and sensitive information and follow privacy, security, and CJIS requirements.
• Proficiency with standard office equipment, computers, mobile devices, Microsoft Office, court case-management software, and electronic filing systems.
• Ability to exercise sound judgment and solve problems under pressure; work independently; manage time and priorities; and maintain organized records and filing systems.
• Ability to work quickly and accurately with attention to detail amid interruptions and changing priorities.
• Ability to research and apply information from City and regional databases and interpret and apply relevant laws, regulations, policies, and procedures.
• Ability to provide coworker and volunteer oversight and training and support multiple court functions.
• Ability to meet legal-process and court-scheduling deadlines.
• Ability to interact tactfully with the public and respond effectively to potentially confrontational situations using de-escalation practices.
• Ability to work effectively with coworkers, City employees, public agencies, and the public, and maintain composure in stressful situations.
• Professional oral and written communication skills in English and basic math proficiency.
• Ability to communicate effectively with members of marginalized communities using culturally appropriate tools and strategies.
• Ability to occasionally lift, move, or carry objects up to 25 pounds.

Nice To Haves

• Some lead-worker experience, preferably in a court or legal setting.
• Two years of college coursework in legal and/or accounting or collection areas.

Responsibilities

• Oversee and coordinate Court Operations Specialist A activities to support efficient court proceedings and administrative functions.
• Manage case flow, ensure compliance with court policies and procedures, help staff resolve problems, interpret policies within the scope of authority, and refer staff to appropriate resources when needed.
• Coordinate coverage for frontline and supervisory staff as needed.
• Liaise with judges, attorneys, law enforcement, court staff, partner agencies, and the public to facilitate court operations, including virtual proceedings.
• Provide legal notification to defendants about court dates, hearings, and other court activities.
• Research, interpret, apply, and explain court documents, policies and procedures, City Code, and Oregon statutes.
• Participate in planning and organizing program-area and court-administration activities and assist with developing, reviewing, and implementing court policies and procedures.
• Prepare and process court documents, including complex motions and orders, and research and draft specialized legal documents for judges’ review and approval.
• Develop and maintain accurate, timely records and databases in compliance with court records requirements.
• Respond to public and agency inquiries by phone, email, and in person; coordinate and review incoming electronic and paper court filings.
• Help defendants resolve violations in person, by phone, and online, using knowledge of court procedures and special programs.
• Organize and maintain misdemeanor and violation trial calendars for jury and non-jury trials and special set hearings; coordinate jurors, including mailings, petitions, and orientation information.
• Enter data in real time during special set courtroom matters to ensure accurate records of proceedings.
• Review and activate warrants according to court policy.
• Coordinate with jail staff on processing people held on Eugene Municipal Court charges and collaborate with jails and community partners on court-ordered programs and compliance.
• Compile and distribute the daily court calendar and assist with docket and judicial calendar updates.
• Assist with new-hire onboarding, audit Court Operations Specialist A work, provide performance feedback, and create training plans, including plans for biannual all-staff training.
• Participate in the safety committee, report safety concerns, follow lockdown protocols, assist with de-escalation, and document situations that could create potential liability.
• Foster teamwork and a collaborative work environment, and support diversity in the workplace.
• Complete assigned tasks, projects, and other duties in support of team, department, and City goals; demonstrate engagement, accountability, coachability, and responsibility for performance.

Benefits

• Competitive benefits package.
• Bilingual pay of up to an additional 5% of base salary for employees who meet the required competency and pass the City's fluency examination.

What This Job Offers

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