Court Operations Associate - Otter Tail County

The Seventh Judicial District is accepting application to fill one full-time Court Operations Associate position. The primary work location is in Otter Tail Court Administration in Fergus Falls, MN.

This position will provide extensive support in processing of all cases of assigned areas 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 they rotate among various specializations throughout court administration.

The expected starting salary for external candidates will be $22.28.

Examples of Duties

(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 our notices; contacts attorneys and parties concerning rescheduling; makes appropriate record entries.
• Reviews MNCIS case exception or related operational reports and implements appropriate corrective actions.
• Prepare and process the daily deposit as needed.
• Perform month end balancing.
• Review financial reports for auditing purposes and accuracy.

Typical Qualifications

Minimum Qualifications

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 recent experience in the legal field or a highly technical, customer focused, administrative position
• OR Equivalent education and experience

Knowledge, Skills and Abilities

• 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.

Preferred Qualifications

• 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).

SUCCESSFUL CANDIDATE 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.

Work is performed primarily in an office-setting, courtroom or at a public counter.

In addition to completing the online application, please upload and attach your cover letter, resume, and a list of at least 3 professional references.