When assigned temporarily to perform the work of a higher paid job classification, an employee in this unit shall be paid as if the employee had been promoted for the duration of the acting capacity assignment, provided the following criteria are met.

a. The employee must perform the majority of the higher classification duties; and
b. The temporary assignment must last for eleven (11) consecutive workdays, whereupon, the higher pay in the higher pay level will be made retroactive to the first day on which the higher duties were assumed. 

When an absence, vacancy, or temporary assignment occurs, for whatever reason, that can be anticipated prior to the actual first day of the assignment and is expected to last at least eleven (11) days, acting capacity may be granted on the first day of such assignment.

Acting capacity assignments shall last no longer than nine (9) months in duration, if the position being filled temporarily through the acting capacity assignment is vacant.

Any time spent in acting capacity may not be considered by hiring panels. In the event that a person in an acting capacity assignment applies to permanently fill that specific vacancy, the hiring panel must demonstrate that it has adequately considered the qualifications of any other applicants before making the decision. 

Applicants who have previously submitted a letter of interest for a particular job title and/or classification will automatically be considered for any open acting capacity position(s) of that job title and/or classification, regardless of the location of the open position or employee’s location.

Acting capacity decisions will be based on knowledge, skills, performance, training record, education or equivalent experience, and operational needs. Any employee who submits a letter of interest and resume shall be automatically included within the Human Resources applicant tracking system. These applications will be retained until the applicant chooses to update them. Any applications submitted prior to July 1, 2021 shall not be considered.

The following procedure shall be utilized whenever there is at least four (4) weeks’ notice of a temporary vacancy to be filled via acting capacity or whenever the acting capacity assignment is expected to last at least four (4) weeks:
Employees interested in being considered for acting capacity assignments shall submit an application through the Human Resources applicant tracking system, and include a letter of interest and a current resume. Such applicants will be shared with the Selecting Authority, or designee. Once a determination is made that an acting capacity position will be filled, the Judicial Branch shall post an in-house announcement clearly on the applicant submission page for a minimum of five (5) business days, with all employees notified of said posting via email. The post shall list the Job, Title, Description and Location of the position. Management shall consider and interview all internal applicants who meet the minimum requirements for any acting capacity positions.

General Summary:
The Clerk’s Office is part of the State of Maine Judicial Branch and is responsible for maintaining the official record of the court. This position involves responsible clerical, administrative, and customer service work in a Clerk’s Office and works closely with judges, Clerks of Court, and other administrative and judicial staff. This position also entails extensive contact with the public and attorneys both in-person and over the phone. Office responsibilities require extensive use of various computer systems and office equipment, as well as knowledge of basic office procedures. The position also involves communication with attorneys, court security, and other judicial branch divisions and stakeholders via email applications.
Employees in this class generally supervise from one to five full-time equivalent (FTE) employees (assigning and reviewing work, training employees, participating in the hiring, evaluation, and discipline, including dismissal, of employees, and similar levels of supervisory work), and/or serve as the primary back-up for the Clerk in the absence of the Clerk and other higher-level office supervisors.
Essential Job Functions:*
•Plans, assigns, and reviews work of subordinate employees.
•Supervises and trains employees.
•Participates in hiring, evaluation, and discipline of employees, as assigned.
•Oversees the operation of the Clerk’s Office in the absence of the Clerk and other higher-level office supervisors.
•Supervises and/or accurately performs any or all of the following:
•Dockets, processes, and files matters before the Court.
•Schedules pre-trial activities, trials, motions, and other proceedings including mailing and emailing court notices to litigants.
•Manages trailing dockets and consolidated trial lists.
•Handles and processes fines, fees, costs, and other funds paid to or through the Court, and maintains books, ledgers, and accounts, as necessary.
•Prepares warrants, suspensions, abstracts, and reports for the Administrative Office of the Courts, Secretary of State, State Bureau of Investigation, and other agencies, as directed.
•Communicates and interacts effectively in-person, over the telephone, and in writing from the public, the media, court staff, judges/justices, attorneys and other state, local, county, and federal agencies concerning matters before the Court.
•Operates basic office machines such as computers, copiers, fax machines, printers, calculators, and other office equipment such as TTY machine and video conferencing, as necessary.
•Operates electronic recording machines, maintains appropriate logs, and performs duties ancillary to recording courtroom proceedings.
•May be responsible for the financial functions, reports, and accountability within the clerks’ office of the UCD.
•Uses computer applications, including computer applications for document sharing such as Google Workspaces, docketing, file management, etc.
•Operates various equipment used in the courtroom including: For the Record (FTR) digital software, analog electronic recording systems, courtroom sound systems, assisted listening devices, video monitors, DVD and VHS player/recorder units, interactive video conference systems; MAC and PC systems; and other courtroom related technology
•Responsible for recording, monitoring, and logging of court proceedings on digital or analog electronic record and the courtroom operations of video equipment
•Participates in jury management activities, both traverse and grand, including preparation of lists and mailing of questionnaires.
•Serves as courtroom clerk and performs duties as required by the judge/justice, including the jury selection process, trials, and all other types of courtroom proceedings.
•Performs administrative duties, such as monitoring supplies and forms, as requested by the Clerk or other supervisor.
•Manages virtual courtroom for proceedings held over Zoom or other virtual format.
•Travels to other courts or judicial branch worksites when required.
•Adheres to the Judicial Branch Code of Conduct, including provisions related to professionalism and confidentiality.
Other Duties and Responsibilities:•Performs other duties as required.
The above list is intended to describe the general nature and level of work being performed by employees in this classification. A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned.
Minimum Education/Skills/Experience/Training Required to be Considered for Employment:
•Graduation from high school or GED. Associates Degree or above preferred.
•Two years experience in a Clerk’s Office.*
oCollege coursework may be substituted for the work experience on a year-for-year basis.
*There may be two-person offices, such as Fort Kent District Court, where an Associate Clerk does not supervise another employee, but otherwise functions fully as an Associate Clerk. In these instances, the requirement for two years experience in a Clerk’s Office may be waived.

Additionally, the following requirements must be met:
•Four years experience providing customer service and/or clerical/office administration.
•Accurately keyboard or type.
•Knowledge and ability in computer software programs, such as MS Office, Google Workspaces, or other dedicated computer information programs as evidenced by training, education, or work experience.
Skills/Experience/Training Required to Adequately Perform Job Duties:•Knowledge of basic office procedures.
•Supervisory experience in an office setting or relevant supervisory training.
•Ability to plan, assign, and supervise the work of a small number of subordinate employees in an effective and positive manner.
•Ability to train and mentor employees.
•Ability to manage office conflict.
•Skill in the use of customer services principles.
•Knowledge of the principles of progressive discipline.
•Accurately keyboard or type not less than 45 words per minute.
•Ability to complete work with accurate attention to detail.
•Ability to interact effectively with the public, supervisors, other court staff, judges/justices, attorneys, and others in a variety of situations and circumstances.
•Ability to understand and follow oral and written instructions.
•Basic writing, spelling, and grammatical skills.
•Ability to perform basic mathematical functions and the ability to accurately receive and distribute funds.
•Ability to understand and follow administrative and clerical procedures governing clerks’ offices, including the Clerk’s Manual, as well as Judicial Branch policies and procedures.•Ability to understand court procedures, legal documents, laws, and legal factors pertaining to the court system.
•Ability to maintain confidentiality of sensitive Judicial Branch information.
•Ability to learn detailed computer applications.
•Proficiency in the use and care of office equipment, including typewriters, computers, calculators, copy machines, postage machines, and fax machines, and the ability to learn to use other equipment, such as a TTY, cash drawers, credit card readers, and video conferencing.
•Ability to work both independently and as part of a team.
•Ability to effectively manage time in a busy courthouse environment and multitask.
Physical and Mental Demands: (include but are not limited to:)
Physical and mental ability to perform tasks in an office or courtroom environment requiring frequent and/or sustained periods of standing, sitting, walking; bending; reaching above or below desk level. May require ability to lift or move up to 20 pounds. Hearing ability sufficient to communicate efficiently and effectively with public and court staff. Vision, dexterity, coordination, and cognitive ability sufficient to use telephone, keyboard, computer and other office systems and equipment efficiently. Cognitive, intellectual, and mental ability to concentrate on details and/or perform more than one complex task at a time and to handle diverse pressures related to requests and needs of those using court system services. Cognitive and mental ability to direct and manage personnel and to work and communicate effectively with supervisors and co-workers.
* External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions either unaided or with the assistance of a reasonable accommodation, to be determined based on individual assessment.

Salary Information

• Grade 11; $23.19 - $30.17 per hour

This posting will remain open until filled. Letter of interest, resume, and online application are required. 

Please note only on-line applications will be accepted: https://www.courts.maine.gov/about/jobs.html 

The Judicial Branch is an EEO/AA employer.