Deputy Court Administrator - Salem, United States - City of Salem, OR

Description

Salary: $6, $8,455.20 Monthly

Location : 555 Liberty St. SE Salem, OR

Job Type: Fulltime-Career

Job Number:

Department: Municipal Court

Org: Municipal Court Admin

Opening Date: 04/22/2024

Closing Date: 5/13/2024 11:59 PM Pacific

Job Summary

Make an impact:
The City of Salem Municipal Court is currently searching for a Deputy Court Administrator. The Deputy Court Administrator (DCA) position will directly supervise a staff of 5 Court Operations Specialists that support the Violations Bureau and violation dockets. Additionally, the DCA is the liaison for the Court with other Justice System Partners to resolve issues that impact the Court's processes. The Court Operations Specialist Team works directly with the public in-person, by correspondence, fax, email, and telephone. The COS Team processes approximately 60,000 violation cases annually. Violation cases include traffic, code enforcement, and parking matters. The Municipal Court has one Elected Presiding Judge and five Pro Tem Judges to support the violation and criminal misdemeanor dockets.

The Municipal Court also operates as a Call Center, which receives and processes roughly 50,000 telephone calls each year. The role and purposes of Salem Municipal Court is to do individual justice in individual cases, provide a neutral forum for the resolution of legal disputes within the scope of the court's limited jurisdiction, and provide a formal record of legal status. The vision of the Municipal Court is to serve the enduring goal of fair and impartial justice through innovation and education, and by empowering individual and community solutions.

If you are an individual that is interested in the court as a career choice and you possess excellent supervisory skills, great leadership, mentorship, problem-solving, interpersonal communication, active listening, effective writing, critical thinking, and performance management skills and if you can collaborate, learn and adapt quickly while working in a fast-paced and evolving environment, then this position may be the right professional choice for you.

Learn and grow:
The Municipal Court is a separate arm of City government and is one of the largest Municipal Court's in the State of Oregon. As a DCA, you will be part of the migration and transition team that supports the court moving forward to new E-Court computer system that will allow the court to move from paper-based processes and records to a paperless solution. The City of Salem is proud to provide opportunities for innovation, career development, flexible work schedules, and great work-life balance.

What you will do:
The DCA will be responsible for supervising the day-to-day operations of the Court Operations Specialist Team assigned to the Violations Bureau and in-courtroom violation arraignment proceedings. Supervision and oversight include programs to support traffic diversion, violation adjudication processes, responding to defendant's inquiries by correspondence, manage escalated interactions with the public, coaching and training staff. The DCA is responsible for creating new or modifying violations procedures and implement changes as required by operational authority, Judicial Authority, Salem Municipal Court Rules, Salem Revised Code, Oregon Administrative Rules, and Oregon Revised Statutes.

This position will also ensure Court Operations Specialists have the training they need, including resources to complete their work, and contributes to a positive working environment in which teamwork and cooperation encourage staff to be their best professional selves. The position will function as the court's liaison for resolving matters for traffic violations, code enforcement, and parking citations with the personnel from the Police Department, Code Enforcement and Parking Services Divisions. The Deputy Court Administrator reports to the Court Administrator.

This position is not supported by administrative, secretarial, or clerical support staff. The candidate must be able to perform all support functions independently in their capacity as a Supervisor II/Deputy Court Administrator.

Additional job duties and responsibilities:

• Respond to questions, inquiries, concerns, and/or complaints received from the public, in person, by telephone, and through email to explain defendant options or outcomes.
• Supervise and evaluate the work of the Court Operations Specialist Team.
• Interview, select, recommend potential candidates for hire.
• Provide training, expectations, plan of assistance, recommend disciplinary actions as needed, hear grievances, and resolve complaints.
• Compile and prepare monthly reports including statistical reports; prepare correspondence, memos, and court documents as needed or required.
• Provide administrative assistance pertaining to the development of new court procedures and changes in laws. Recommend implementing new forms, court documents, and/or programs.
• Conduct research and collect data for use in budget development, annual report, or information requests.
• Assist and support team performance; work cooperatively with other team members; provide positive support to internal and external customers.
• Acts as liaison to Justice System Partners to resolve matters that affect court processes.
• Follow all safety rules and procedures established for work areas.
• Formatting various types of documents in Microsoft Word, including memos, mail merge, design forms and fields, use of references, font styles, formatting options, bullet points, tables, quick parts, and heading styles.
• Create various tools, formulas, and functions in Microsoft Excel, including formatting, spreadsheets, sorting data, macros, using shortcuts, and filters.

What can we offer you for all your hard work?

• Medical, dental, and vision coverage for you and your family.
• Paid vacation and sick time in accordance with City policies.
• Competitive pay.
• Employer-paid PERS contribution of 6%.
• Opportunity for voluntary pre-tax contributions to a 457b account.
• Health care and dependent care flexible spending accounts.
• Voluntary long-term care.
• Employee wellness program.
• Employee assistance program.
• Employee health clinic.
• Position schedule is in person Monday-Friday, between the hours of 8:00 a.m. - 5:00 p.m.

What are the minimum qualifications?

• Must pass a pre-employment background check.
• Depending on area of assignment, may be required to pass a drug test (including marijuana).
• Must have an Oregon driver license and driving record that meets the City of Salem's driving standards.
• Associate's degree from an accredited college or university in a related field to program assignment (i.e., court, business administration, business management, public service, etc.), and four years of supervisory experience in a related field, or any combination of education, experience and training that demonstrate possession of the knowledge, skills, and abilities as listed, and ability to perform the essential job functions.
• Hiring managers do not have access to view resumes as part of the application review process, please make sure to give detailed information in your application that includes your experience, knowledge, skills, and abilities as requested in the supplemental questions and job advertisement.

About us:
The City of Salem is the second largest City in the State of Oregon. Located in the lush Willamette Valley, Salem is the capital city of Oregon with a population over 180,000. Centrally located, Salem is 47 miles south of Portland and an hour from the Cascade Mountains to the east and an hour from the ocean beaches to the west. Salem is an exceptional community for living and working with exciting new and comfortable well-established neighborhoods and carefully preserved historic buildings.

A full-service City, Salem has eight primary departments:
Community Services, Finance, Fire, Enterprise Services, Legal, Police, Public Works, and Community Planning and Development Department. Several departments also have functional divisions within their department. The city has five labor unions and employs roughly 1,350 talented and dedicated staff members. The Urban Renewal Agency and the Salem Housing Authority are separate municipal corporations. The Agency contracts with the City for services and the Authority is led by the Housing Administrator within the Urban Development department.

Where can I find out more about the position?
Go to the menu option for Class Specifications and search for Supervisor, II or view by

To learn more about Salem Municipal Court please visit our website at:

How can I apply?
The City of Salem invites individuals of all diverse communities and backgrounds to apply for our available job opportunities as we strive to provide the best service to everyone. The City of Salem is committed to providing equal employment opportunities to all and has a culture that values diversity, equity, and inclusion. We believe that by welcoming differences, encouraging new ideas and views, listening to, and learning from each other, we are better able to serve the community.

To apply, click on the green "Apply" button to complete your application.

Applicants that meet the minimum qualifications as outlined above but not selected for this position may be placed on an eligibility list, and candidates may be hired from the list. Eligibility lists are valid for six months. The City will send email notifications to eligible candidates about potential hiring opportunities so please ensure your email settings accept our system generated email notifications.

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For more information about employment at the City of Salem, please visit our website at

For benefits information, please go to:

01

What is your highest level of education?We encourage you to include supporting details in your application.

• High School graduate or GED
• Associate's degree
• Bachelor's degree
• Master's degree
• Doctorate's degree
• N/A

02

How many years of experience do you have with supervising staff and subordinates?We encourage you to include supporting details in your application.

• No experience
• Less than 1 year
• 1-2 years
• 2-3 years
• 4-5 years
• More than 6 years

03

How many years of experience do you have with development of training materials, policies and work procedures?We encourage you to include supporting details in your application.

• No experience
• Less than 1 year
• 1-2 years
• 2-3 years
• 4-5 years
• More than 6 years

04

This position is not supported by administrative, secretarial, or clerical support staff. The candidate must be able to perform all support functions independently in their capacity as a Supervisor II/Deputy Court Administrator. We encourage you to include supporting details in your application.

• Yes, I am experienced and able to perform all support functions independently not supported by an administrative, secretarial, or clerical support staff.
• No, I am not experienced and able to perform independently without supported by an administrative, secretarial, or clerical support staff.

05

What is your level of proficiency in Microsoft Word? (Please note this may be tested prior to interviews).We encourage you to include supporting details in your application.

• No experience
• Beginner: open, modify, print, and save documents.
• Intermediate: create tables, change formatting, find and replace functions, and track changes.
• Proficient: create and format various types of documents, including memos, mail merge design forms and fields, use of references, font styles, formatting options, bullet points, tables, quick parts, and heading styles.

06

What is your level of proficiency in Microsoft Excel? (Please note this may be tested prior to interviews).We encourage you to include supporting details in your application.

• No experience
• Beginner: open, modify, print, and save spreadsheets.
• Intermediate: create tables, change formatting, use fill function.
• Proficient: create various tools, formulas, and functions, including formatting, spreadsheets, sorting data, macros, using shortcuts, and filters.

Required Question