Receptionist

State of Oregon•Portland, OR

81d•Onsite

About The Position

Join the Oregon Public Defense Commission’s Trial Division in Portland as a Receptionist and serve as the first point of contact for clients, families, courts, and community partners! In this fast-paced public defense office, you will play a key role in ensuring clients are welcomed, information is handled accurately, and communications are routed effectively so attorneys can focus on representation. If you are organized, compassionate, detail-oriented, and able to exercise sound judgment in a high-volume environment, we encourage you to apply and support our mission of equitable access to justice. This recruitment will be used to establish a list of qualified applicants to fill the current vacancy and may be used to fill future vacancies as they occur.

Requirements

Two (2) years of general clerical experience, one (1) year of which included typing, word processing, or other experience generating documents, OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one (1) year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Attach your most up-to-date resume.
Please ensure your Workday profile aligns with your submission.
Attach a cover letter that details how you meet the desired attributes for this position. Your cover letter should be no more than 2 pages. (A cover letter that does not meet the required criteria will be graded as ineligible.)
APPLICATIONS THAT DO NOT PROVIDE THE ABOVE DOCUMENTS WILL NOT MOVE FORWARD IN THE RECRUITMENT

Nice To Haves

Spanish Language Skills > Ability to communicate with Spanish-speaking clients and assist with basic interpretation to improve client access and service delivery.

Responsibilities

Act as the first point of contact for clients seeking public defense services and play a key role in ensuring they are connected to the right resources.
Manage intake, coordinate communications, support scheduling and case workflows, and help maintain the systems that allow attorneys to provide effective, client-centered representation.
Serve as the first point of contact for clients, visitors, and callers by providing a professional, calm, and respectful experience.
Welcome visitors and direct them to appropriate staff or resources.
Answer and route incoming calls, gather accurate intake information, and follow established call intake procedures.
Confirm and update client contact information in electronic case management system at each interaction to ensure reliable case records.
Support office operations through accurate calendaring and coordination.
Use electronic case management system to create events, set reminders, and send messages.
Monitor and update attorney calendars as directed to ensure deadlines and court obligations are tracked.
Coordinate conference room scheduling and shared space usage.
Assist with initial file setup by gathering court documents at intake.
Provide surge support to legal secretaries and paralegals with filing, drafting, and administrative tasks during high-volume periods.
Process incoming mail, deliveries, and court filings by stamping, logging, and routing materials to appropriate staff.
Prepare and maintain internal distribution logs (including shuttle reports).
Coordinate facilities-related needs with building management or vendors.
Maintain office supply inventory to support daily operations.