Court Operations Associate - Saint Paul, United States - Minnesota Judicial Branch

Description

The Second Judicial District is accepting applications for a full-time Floater Court Operations Associate position in the Civil Division of Ramsey County District Court, 15 W.

Kellogg Blvd., St. Paul, MN The Civil Division handles all aspects of court processing associated with Civil and Probate matters. This position is open to permanent, non-probationary Second Judicial District employees only.

This is advanced court clerical work that will involve responsibility for all Civil and Probate case types including major and minor civil case types, guardianship/conservatorships, civil commitments, and estates.

Other tasks may be assigned as deemed appropriate.

Under the general supervision of a Civil Division Supervisor, this position will perform the full scope of varied clerical work involved in case processing using an electronic filing system and paper processes, as well as providing in-courtroom support.

This position will also process filings and requests for all areas of the Civil division including case intake, accepting and updating documents, judgments, preparation of court calendars, remote and in-person attendance in court, completion of court calendars, responding to customer requests, and monitoring reports.

Work may involve responsibility for a specific area of court case processing and for performing a variety of advanced clerical functions in multiple departments and courtroom disinfecting and cleaning within the Civil Division.

This position involves daily contact with the general public, attorneys, judicial staff, partner agencies and other courts stakeholders.

This position provides high level customer service in person, over the phone and in a virtual setting using Zoom, are highly detail-oriented, require a considerable amount of data entry, and the application of sound, quick, independent judgment.

Additionally, this position requires the ability to effectively manage competing demands simultaneously, possess competent technical skills, excellent communication, organizational and problem- solving skills, and keen attention to detail as well as other knowledge, skills and abilities listed below.

This position will require the ability to work in person and remotely.

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

Example of Duties

Job Responsibilities

Examples listed below may not reflect all duties performed.

• Perform the full scope of varied court clerical work involved in case processing in the Civil Division; utilizing SharePoint, Electronic Filing System (eFS), Minnesota Court Information System (MNCIS), Microsoft Office and other related computer systems.
• Scan documents to appropriate related events in MNCIS and assign appropriate document security.
• Review legal documents for completeness, adequacy, accuracy, restricted identifiers, and compliance with rules and/or statutes; determine processing required and takes necessary action in accordance with court rules, statutes, and procedures.
• Initiate, schedule, notice and process filings and orders filed with the court.
• Perform financial activities within the office including the processing of rent escrows and deposits.
• Enter required permanent record information such as case events, case activity, dispositions and judgments.
• Suspend and notify highway department to reinstate driver's licenses consistent with established procedures.
• Assure completeness and accuracy of records.
• Perform courtroom clerical duties; prepare calendar, case files and forms for court; prepare writs; arrange for interpreters, check people in and call the calendar; administer oaths to interpreters and witnesses; take court minutes; set court dates for next appearance; arrange and organize the docket, notes continuances, make minute and docket entries to reflect case progress; prepare and process court orders.
• Assure confidentiality in compliance with local, state and federal statutes and court rules.
• Participate in case intake; preparation of court orders, judgments and writs of attachment; routes documents and orders to judicial officer for review.
• Contact with referees/judges while working as a clerk in court proceedings and in responding to their request for documents or other information.
• Attend to telephone, e-filing queue, financial transactions, front counter, e-mail and fax machine, while being available to the general public, attorneys, judicial staff, law enforcement and representatives from other outside agencies.
• Respond to questions/inquiries relative to court policies, information and procedures.
• Provide referrals for further assistance, information on case status and court records, and assistance with the processing of applications and documents.
• Provides high level customer service to court customers over the phone and at the customer service counter.
• Creates training materials and trains new staff.
• Provides back-up for other clerk positions.
• Timely disinfect and clean courtrooms, conference rooms, and facilities as deemed appropriate.
• Other duties as assigned.

Knowledge, Abilities and Skills

• Knowledge of and ability to perform general office practices and procedures.
• Knowledge of and ability to adhere to the regulations, policies and procedures of the division, particularly the applicable rules, statutes, policies and procedures for access to records and document security.
• Knowledge of court procedures and policies, legal documents and terminology, laws and legal functions pertaining to the court.
• Knowledge of record retention.
• Ability to read and comprehend rules, statutes and legal documents of varying type and complexity.
• Ability and willingness to work in a high-volume, detailed and fast-paced work environment.
• Ability to take direction well and maintain a professional and positive attitude through challenging circumstances.
• Ability to perform court work both quickly and accurately and to focus on priority tasks while keeping track of multiple simultaneous duties.
• Ability to communicate effectively, respectfully and sensitively with a diverse group of court stakeholders, judicial officers and judicial branch staff in person, on the telephone, and during court room proceedings as needed.
• Ability to communicate concisely and clearly, both orally and in writing, as well as understand and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with co-workers, justice partners, customers, judicial officers and others.
• Proficiency in computer word processing, document management and data entry.
• Must be adaptable and flexible.
• Ability to learn and utilize new technology, including electronic filing (eFS), electronic document management (MNCIS), eSignatures, and Microsoft Office.
• Ability to effectively prioritize and manage competing demands and meet deadlines.
• Ability to work under pressure assuring timeliness and accuracy.
• Ability to handle sensitive and confidential matters and cases appropriately and in compliance with all applicable court rules, policies and statutes.
• Sound judgment, organizational and decision-making skills.

Working Conditions

Work is performed primarily in an office setting, court room, at a public counter or remote location. Work involves contact with persons who may be confused, angry, upset or abusive.

Physical Demands

Work is essentially sedentary with occasional walking, standing, bending, reaching, lifting and carrying papers, supplies and files. Some assignments may require periods of extended sitting, standing or computer use. Court clerking assignments require frequent sitting/standing and entering and exiting the court room throughout the sessions.

Typical Qualifications

Minimum Qualifications

• Graduation from an approved high school or vocational school.
• Excellent computer skills.
• Well organized.
• Demonstrated close attention to detail while remaining on task with multiple interruptions.
• Strong customer service skills and at least six months customer service experience.
• Demonstrated dependability; excellent attendance and punctuality in past positions.
• Ability to apply sound, quick and independent judgment.
• Excellent verbal and written communication skills.
• Reliable and accountable.
• Ability to learn new technology and new processes.
• Proficient with Microsoft Office programs.
• Excellent verbal and written communication skills.
• Ability to work respectfully with people from diverse backgrounds, both as customers and co-workers.
• Demonstrated interpersonal skills and ability to work well with colleagues and other court employees in a team environment.

Preferred Qualifications

• Experience with civil or probate statutes and rules.
• Court Clerk experience.
• Strong skills working within an electronic environment.
• Proficiency in working in the Minnesota Judicial Branch's Electronic Filing System (eFS).

Supplemental Information

The Minnesota Judicial Branch (MJB) is committed to providing fair and equal access to justice.

If you share this same commitment, desire a meaningful career serving the public, and want the opportunity to make a difference for your community, consider a career with us.

We celebrate and are committed to the principles of diversity and inclusion, and actively seek and value diversity in professional background and cultural characteristics.

We are intentional and mindful about the organizational culture we are building, seeking broad-minded individuals with robust capabilities who value supporting one another's growth.

Instructions to Apply:
Apply for this positiononline.

This position is being posted internally for permanent, non-probationary Second Judicial District employees only.

The deadline for bidding/internal application on this position, per article 14 of the collective bargaining agreement between the Minnesota Judicial Branch and AFSCME, is April 26, 2024,at 11:59pm.

Permanent, non-probationary employees shall be eligible to bid on any vacancy in the Bargaining Unit for which they are qualified as determined by the Employer.

In accordance with the AFSCME labor agreement, a successful bidder shall serve a probationary period. Employee must be in good standing to bid/apply for this position.

The Minnesota Judicial Branch (MJB) is committed to providing fair and equal access to justice.

If you share this same commitment, desire a meaningful career serving the public, and want the opportunity to make a difference for your community, consider a career with us.

We celebrate and are committed to the principles of diversity and inclusion, and actively seek and encourage applications from persons with diverse backgrounds and characteristics.

Minnesota Judicial Branch employees consistently express pride in their public service and in the quality of programs and services provided to customers, as well as appreciation for the teamwork and collaboration that is promoted within the MJB.

To learn more about working for the Minnesota Judicial Branch, watch this video.

Equal Opportunity Employer:

It is the policy of the Minnesota Judicial Branch that all decisions regarding employment are made without discrimination on the basis of disability.

Please let us know if you need a reasonable accommodation for a disability to participate in the employee selection process by contacting Human Resources

The Minnesota Judicial Branch is an Equal Opportunity Employer.

It is the policy of the Minnesota Judicial Branch that all decisions regarding recruitment, hiring, promotions, and other terms and conditions of employment be made without discrimination on the grounds of race, color, creed, religion, national origin, gender, marital status, status with regard topublic assistance, membership or activity in a local human rights commission, disability, sexual orientation, or age.

We value and encourage applicants from diverse backgrounds.