Court Operations Associates - Stearns County at Minnesota Judicial Branch in Saint Cloud, MN, United States

Job description

• The Seventh Judicial District invites qualified applicants to apply for two vacant Court Operations Associate positions in Stearns County Court Administration.
• The expected starting salary for external candidates will be $22.28.
• Court Operations Associates work individually and in teams on a variety of administrative assignments that require dedication to providing customers with a professional court experience, an eye for detail, excellent communication, time management and technological skills to match our fast-faced, high volume, electronic environment. This is a diverse, professional environment that promotes equity for all court staff and court users.
• This position will provide extensive support in processing of all cases of assigned area from initiation through disposition. This includes filing of documents, initiation of court files, receipting of court fees and scheduling of hearings. Performs tasks of complexity that deal with the processing of cases through the court system. Provide written, in person and telephone assistance to the public and other agency personnel. This position requires great flexibility in that it rotates among various specializations throughout court administration. Typical hours for this position are 8:00 a.m. - 4:30 p.m., Monday-Friday, with some flexibility based on business needs.
• Stearns County District Court has 9 chambered judges and 40 staff. We provide hybrid work opportunities for those that successfully complete their training.

Responsibilities

• (Any one position may not include all of the duties listed, nor do the examples cover all the duties which may be performed)
• Initiate and schedule new court cases.
• Receive and file court documents.
• Sort mail and receipt mail and bail payments.
• Process payable citations as needed.
• Reviews legal documents for completeness, adequacy, accuracy and compliance with rules.
• Reviews documents to determine accurate security level code, imaging documents to the file, working within the eFile and eServe queue to initiate and file documents.
• Determines proper routing of complaints, petitions, and other filings; notifies parties.
• Performs receipting function for case initiations, certified copies and fine payments.
• May have daily contact with judges while working as their assistants in court proceedings and in responding to their request for documents or other information; with the general public, attorneys and representatives from outside agencies for the purpose of answering questions relative to court policies and procedures, providing referrals for further assistance, providing information on cases status and court records, and giving assistance with the processing of applications and documents; and with local law enforcement agencies and personnel for the purpose of exchanging information on court cases and proceedings.
• Types or generates from the computer, notices, executions, correspondence, court calendars, orders, etc.; reviews for accuracy and completeness; also may perform jury coordination and processing activities.
• Enters on computer system, required permanent record information such as case events, bail information, case activity, dispositions and sentencing. May report information to Department of Public Safety and Bureau of Criminal Apprehension, as applicable.
• Performs telephone and counter work; answers/responds to incoming phone calls; responds to questions/inquiries regarding court procedures; manages court records.
• Assures completeness and accuracy of records leaving the court jurisdiction pursuant to change of venue, appeal, and certification requirements.
• Performs courtroom clerical duties; prepares case files and forms for court; checks people in and calls the calendar, swears in witnesses; takes court minutes and/or may operate electronic recorder to record dispositions; sets court dates for next appearance; arranges and organizes the docket, notes continuances, makes minute and docket entries to reflect case progress; updates cases and prepares judge orders.
• May participate in and coordinate the scheduling and calendaring of arraignments, preliminary hearings, pre-trial conferences, continuances, trials and other matters; sends out notices; contacts attorneys and parties concerning rescheduling; makes appropriate record entries.
• Reviews MNCIS case exception or related operational reports and implements appropriate corrective actions.

Requirements

• Below are the past experiences that will lead to success in the role. For education requirements listed, the equivalent number of years of related experience may serve as a substitute.
• 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 CANDIDATES 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.
• 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.
• Extensive knowledge of current court policies, procedures, processes and terminology.
• Knowledge and experience with Minnesota Court Information Systems (MNCIS) and eFile and eServe (EFS).

Skills

Required

• Microsoft Office Suite
• Adobe Acrobat
• Ability to learn job related software
• Exceptional customer service
• Multitasking and prioritization
• Flexibility and adaptability
• Cultural sensitivity
• De-escalating difficult interactions
• Reliability and meeting commitments

Preferred

• eFile and eServe (EFS)

Benefits

• The Minnesota Judicial Branch cares about and invests in you as an employee. Because of that, we offer affordable yet competitive benefits to support you and your family’s wellbeing. Our comprehensive benefits package for eligible employees includes health and wellness benefits, enhanced fertility benefits, short- and long-term disability, pension, paid parental leave, tuition reimbursement, and more. Learn more at Employee Benefits - Careers at the Minnesota Judicial Branch Careers. Minnesota Judicial Branch employees may also be eligible for the Public Service Loan Forgiveness program. This federal program allows qualified individuals to have their loans forgiven after meeting certain requirements working in public service. You can learn more about this program from the Minnesota Office of Higher Education and the office of Federal Student Aid.