Justice Court Services Assistant 2

Douglas County • Justice Court - Canyonville, OR

7d • Onsite

About The Position

This is a full-time exempt position that performs responsible, varied, and complex clerical duties, receptionist duties, cash handling, and other financial tasks. It involves entering case data, following statutes and rules related to justice court matters, and scheduling trials and hearings. The position works closely with the Justice of the Peace to independently accomplish and be responsible for the clerical activities of processing traffic, criminal, civil, and small claims cases assigned to the Justice Court. This role requires considerable knowledge and understanding of case flow and data entry for all Justice Court cases from filing until they are no longer active. It also involves reviewing and ensuring all required forms and documents are prepared and complete for hearings, preparing pre-defined legal forms, recording case dispositions and court orders, collecting fines and fees, entering records into an automated system, and scheduling/maintaining the docket of cases. The position implements court and office practices, performs receptionist duties, handles inquiries, diffuses difficult customers, assists attorneys, explains procedures, and provides program information. Financial responsibilities include accounts receivable, collecting fees and fines, preparing receipts, maintaining financial accounts, ensuring system and case quality control, balancing revenue accounts, and performing other accounting tasks. Processing traffic citations, reviewing electronic reports, ensuring notifications, and managing juries are also key functions. Additional duties include processing mail, operating office equipment, and ordering supplies.

Requirements

• Any equivalent combination of education and experience, which demonstrates the knowledge, skills and abilities required.
• At time of appointment, must possess valid Oregon driver's license.
• Regular and consistent attendance.
• In-depth knowledge of civil and criminal justice court procedures, jury procedures, and legal terminology.
• Advanced knowledge of general office practices and procedures, word processing and data spreadsheets, recordkeeping and reporting, systematic filing and retrieval processes and systems used for maintaining financial accounts.
• Knowledge of English composition, spelling, grammar, and arithmetic.
• Considerable knowledge of bookkeeping principles.
• Skill in typing/keyboarding rapidly and accurately.
• Skill in the use of complex office equipment including processing information on a computer.
• Skill in taking and transcribing dictation either manually or by machine.
• Ability to communicate effectively in both oral and written forms.
• Ability to estimate and manage time efficiently.
• Ability to plan, organize, and make decisions independently in accordance with well-established policy.
• Ability to maintain records, reports, and statistical data.
• Ability to maintain confidentiality of information and to distinguish information which is public from that which is confidential.
• Ability to maintain positive working relationships with the public, fellow employees, judges, law enforcement personnel, and other agencies and providers who come into contact with the justice court.
• Ability to accept and adapt to changing laws and procedures.
• Ability to accurately receipt fines and fees, make change, and balance a cash drawer.
• Ability to become LEDS certified.
• Position requires occasional driving.
• Finalist will be required to provide a court print driving record that meets the Douglas County Driver Policy.

Nice To Haves

• Associates degree in a related field and two years work-related support experience of a progressively responsible nature.

Responsibilities

• Perform responsible, varied, and complex clerical duties, receptionist duties, cash handling, and other financial tasks.
• Enter case data onto predetermined formats, following statutes and rules related to justice court matters.
• Schedule trials and hearings.
• Process traffic, criminal, civil, and small claims cases.
• Review and ensure all required forms and documents are prepared, complete, and available for hearings.
• Prepare pre-defined legal forms and documents.
• Record case disposition and court orders.
• Collect fines and fees.
• Enter records and daily activities into an automated recordkeeping system.
• Schedule and maintain the docket of cases with dates.
• Schedule future activities such as case dates, program completion, payment installments, mediation sessions, hearings, and trials.
• Implement court and office practices and procedures as determined by the Justice of the Peace.
• Perform receptionist duties in person or by telephone to respond to inquiries regarding court processes and procedures.
• Use techniques to diffuse and assist angry or hostile customers.
• Assist private attorneys with case status.
• Explain procedures or forms to parties in cases.
• Provide program information to customers.
• Perform accounts receivable by collecting court fees and fines, preparing receipts, and recording amounts collected.
• Maintain financial accounts.
• Ensure system and case quality control through the use of automated accounting and case flow reports.
• Accurately balance daily revenue accounts.
• Perform other accounting tasks and reports as needed to maintain accurate records, including disbursement or transfer of funds to appropriate agencies.
• Process traffic citations including receiving pleas.
• Review various electronic reports as needed and assist with data quality.
• Ensure notification of witnesses, attorneys, and litigants; instruct parties when to appear in court.
• Monitor and manage jury from jury selection through verdict.
• Prepare available juror lists and orient new jurors if needed.
• Pick up, distribute, and process mail.
• Operate a variety of complex office equipment.
• Order supplies and maintain general office.

Benefits

• Medical coverage
• Vision coverage
• Dental coverage
• Long-term disability coverage
• Basic life coverage
• County-paid PERS retirement after required waiting periods
• Onsite (Courthouse complex) childcare available at a discounted employee rate through Roseburg Professional Childcare (Fowler St. location only). Availability is subject to center waitlist.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree