SC/VB Assistant Clerk (#118)

Job Description

SC/VB ASSISTANT CLERK

GENERAL SUMMARY:
This is highly responsible clerical work in the Service Center/Violations Bureau. The Service Center/Violations Bureau is a high volume, multi-faceted operation that requires the incumbent to perform the duties of a call center, collection agency, and a court with the ability to meet demanding deadlines daily. Extensive contact with the public requires the incumbent utilize excellent customer service skills and the ability to address sensitive and complex court inquiries. Extensive use of various databases, computer systems, and knowledge of basic office procedure are required.

ESSENTIAL JOB FUNCTIONS:*

Accurately performs any or all of the following:

• Communicates and interacts effectively over the telephone, in person and in writing with the public, judges/justices, attorneys, litigants and various state, local, county and federal agencies.
• Uses the court case management system (MEJIS), various databases, Judicial Branch website and other sources of information to respond to inquiries.
• Maintains call center coverage while performing all other required duties.
• Coordinates the transfer of calls to different venues as appropriate for response.
• Conducts records research in the court case management system.
• Processes high volumes of data entry, docketing, mail, and collection of revenue paid to or through the Service Center/Violations Bureau, and maintains books, ledgers and accounts as necessary.
• Handles court scheduling, including hearings, motions and other correspondences for assigned courts by managing trailing dockets and scheduling with companion criminal cases, as necessary.
• Prepares abstracts, suspensions, and restorations for the Secretary of State and reports for the Administrative Office of the Courts, Chief Judge, and other agencies, as directed.
• Works collaboratively with court staff to clarify information and provide information to callers.
• Incorporates appropriate voice skills to enhance positive telephone dialogue.
• Processes calls efficiently and respectfully in keeping with the required timeframes.
• Recognizes and documents trends in call. Maintains professional knowledge and stays current on changing forms and court procedures.
• Identifies local court data consistencies and inconsistencies, which impact availability of accurate and timely information for callers.
• Enters data for follow-up recording purposes.
• Performs administrative duties, such as monitoring supplies and forms, as requested by the Manager, Administrative Clerk or Senior Service Center Associate.

OTHER DUTIES AND RESPONSIBILITIES:

Performs additional centralized services as required in support of the trial courts.

The above list is intended to describe the general nature and level of work being performed by employees in this classification. A position might not be assigned all the duties listed, nor do the listed examples include all the duties that might be assigned.  

MINIMUM EDUCATION//EXPERIENCE/TRAINING REQUIRED:

• Graduation from High School or GED.
• Experience providing customer service and/or clerical work and/or office administration required.
• Experience responding to customer inquires using various software and databases preferred.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Ability to complete work with accurate attention to detail.
• Accurately keyboard or type at least 45 words per minute or 13,500 keystrokes per hour.
• Ability to perform large volumes of data entry rapidly and accurately.
• Ability to interact effectively with the public, supervisors, other court staff, judges/justices, attorneys, and law enforcement personnel in a variety of circumstances while maintaining professionalism and excellent customer service skills.
• Ability to understand basic court and office procedures.
• Ability to understand the organization, functions and operations of the Judicial Branch.
• Ability to work under pressure to meet daily deadlines, both individually and as a team.
• Ability to perform basic mathematical functions.
• Ability to multi-task.
• Ability to understand and follow oral and written instructions.
• Basic writing, spelling and grammatical skills.
• 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, and laws pertaining to the court system.
• Ability to remain calm under stressful situations.
• Ability to learn detailed computer applications.
• Ability to maintain confidentiality of sensitive Judicial Branch information.
• Proficiency in the use and care of office equipment, including computers, calculators, copy machines, postage machines, fax machines, folding machines, endorser, and the ability to learn to use others, such as TTY, cash drawers, and credit card readers.

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 work and communicate effectively with co-workers and all levels of court personnel.

* 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 8; $18.82 – $24.52 per hour 
  

80 hours bi-weekly/plus generous fringe benefits. These include: a defined benefit pension plan; paid life insurance; health, dental and vision plans; flexible spending arrangements; paid holidays, vacation and sick leave; employee assistance program; tuition reimbursement; child and elder care reimbursement; gym reimbursement program; and 457(b) deferred compensation plan.

This posting will remain open until filled. Cover letter, resume and on-line application 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.