Courtroom Clerk (Judicial Assistant)

Initial Posting Date:

Application Deadline:

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Job Description:

Oregon Judicial Department (OJD) serves the public, and the people we serve may be facing challenging life circumstances, high levels of stress, or confusion about their next steps. The work you will do in this role affects members of our community who come to the court to have their cases resolved. We need people who want to impact their communities, value OJD’s efforts to remove barriers to access justice services, and welcome interacting with the public.

We are committed to building a diverse, inclusive team and encourage candidates of all backgrounds to apply. We consider relevant work experience, education, and any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position. We welcome all candidates who are inspired by our work and mission. 

The Deschutes County Circuit Court in Bend, Oregon, is hiring a Judicial Assistant (Courtroom Clerk).

In the courtroom, you will support the judge by preparing judgments, orders, and forms. You will record court proceedings, monitor the recording system, and create detailed log notes. You will manage court exhibits. You will prepare the courtroom and the jury room, set up conference calls, and troubleshoot technical issues with recording equipment, multimedia systems, and assisted listening devices. You will also prepare jury seating charts, track juror attendance, swear in jurors and witnesses, and provide safety instructions in the event of an emergency.

When not in court, you will draft, prepare, and process a variety of documents including correspondence, opinions, decisions, judgments, notices, jury instructions, court orders, pleadings, and verdicts. You will answer phone calls, maintain calendars, schedule proceedings, and send mass mailings. You will also conduct research for the judge, attorneys, state agencies, law enforcement agencies, and pro se litigants on topics such as financial data, case management and tracking, and pending warrants.

Assigned tasks may be changed to accommodate workload and organizational needs. 

Instructions for REQUIRED Cover Letter and Work History/Resume

Your cover letter and work history/resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below.

Cover Letter (REQUIRED)

• Attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and filename should include your name.

• Address the cover letter “To the Hiring Manager.”

• In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.

• Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter.

• Prepare your cover letter before starting your Workday application.

Work History/Resume (REQUIRED)

• Attach your updated resume in the Resume/Cover Letter section of the application. Your resume and filename should include your name.
  
  OR

• Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.

Document Format

• Preferred format: PDF (.pdf, .tiff) or Microsoft Word (.docx)

• Acceptable format: Image (.jpg, .jpeg, .png) or Notepad (.txt)

• We are unable to accept: Apple (.pages), Google Docs (.gdoc), ZIP (.zip), and Microsoft Word 97-2003 (.doc)

Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience.

The application deadline is 11:59 p.m. PT on the date listed above.

(These must be evident in your resume or work history.)

The qualified candidate must have a high school diploma or equivalent.

(These must be verifiable.)

None.

OJD is an eligible employer for the Public Service Loan Forgiveness program. To learn more about this program, and how to qualify, please click here.

At least three (3) or more years of responsible experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.

Any combination of education and experience equivalent to three (3) years of experience that typically supports the knowledge, skills, and abilities for the position.

(These must be addressed in your cover letter.)

• Experience performing a variety of clerical or administrative support tasks with strict deadlines in a busy business or professional setting.

• Experience maintaining accuracy despite frequent interruptions or distracting surroundings. 

• Experience using a computer and different applications to accomplish a variety of tasks that involve data entry, looking up accounts or cases, scheduling events in electronic calendars, and updating information.

• Experience providing customer service to a variety of individuals in challenging circumstances.

• Experience and skill in writing and reviewing documents for accuracy and completeness.

• This is a full-time position, and the work schedule currently is 8:00 a.m. to 5:00 p.m. Monday through Friday. This position is eligible for overtime compensation for hours worked in excess of 40 per workweek.

• Occasional after-hours or overtime work may be required.

• Work is performed in a high-stress environment and requires accuracy and attention to detail.

• This position performs multiple tasks simultaneously while focusing on one’s surroundings and real-time instructions, discussions, and testimony from the judge, attorneys, litigants, and the public.

• Frequent phone and in-person contact with people from diverse backgrounds.

• Frequent phone and in-person contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma.

• Frequent contact with in-custody and hostile defendants.

• Long periods of sitting or standing while working at a computer.

• Regular use of the following equipment: electronic recording equipment, audio/visual equipment, telephone, OJD-assigned computer with multiple monitors, copy machine, fax machine, and scanner.

By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product.

United States Employment Eligibility
OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security’s I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States.

OJD does not request or require your age, date of birth, or attendance or graduation dates from an educational institution during the application process.

• If you require an alternate format to complete the application process, call 503-986-5930, or TTY: Oregon Relay Service 711 for the hearing impaired. Be prepared to describe the alternate format needed.

• Workday related information and resources are available here.

• For questions about a specific OJD job posting, call 503-986-5930 or email ojd.hrsd@ojd.state.or.us.