Court Operations Associate - District Court Records - Ramsey County Job at Minnesota Judicial Branch
This position will begin with work in the office with opportunities for remote work on a hybrid (rotating between in-office and remote work) schedule.
Interviews are expected to take place on January 18th, 19th, and 23rd, 2023.
The start date for this position will be no earlier than February 15th, 2023.
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 mncourts.gov/careers.
Examples listed below may not reflect all duties performed.
- Locate court cases and retrieval of case filings and documents;
- Respond to inquiries from attorneys, case parties, media, the general public and court employees concerning court records, filed documents, and hearing exhibits;
- Complete requests for copies of records;
- Accept, enter, and maintain pre- and post- hearing exhibits for all case types;
- Prepare certified and exemplified copies of documents by applying the court seal and signing;
- Staff the public front counter by assisting customers, justice partners, and media with copy requests and use of the public access terminals;
- Conduct document data quality and security checks;
- Manage case files, both physical and electronic;
- Prepare case records for transmittal to appellate courts;
- Record retention, classification, sealing, and purging of records according to rules, statutes, and procedures;
- Process incoming and outgoing mail;
- Operate standard office equipment such as computer, printer, scanner, copier, fax machine, microfilm equipment;
- Process payments, receipt fees, and balance tills;
- Review reports and verifies information;
- Answer phones and provide customer assistance over the phone;
- Other duties as assigned.
Knowledge, Abilities and Skills:
- Knowledge of general office practices and procedures;
- Knowledge of the regulations, policies, and procedures of the department, specifically applicable rules, statutes, policies, and procedures for access to records and document security standards;
- Ability to maintain an accurate record filing system;
- Ability to maintain confidentiality;
- Ability to understand and carry out oral and written instructions;
- Ability to establish and maintain effective working relationships with co-workers, the general public, and representatives of other agencies;
- Ability to learn, adapt, and utilize new technology including but not limited to e-filing, e-signing, and document management software;
- Ability to provide good customer service to a diverse population;
- Ability to work under pressure assuring timeliness and accuracy;
- Ability to perform front counter duties and give appropriate information upon request;
- Ability to effectively prioritize and manage competing demands;
- Ability to deal sensitively with people involved in crisis and from diverse populations;
- Ability to work with records containing disturbing or graphic details;
- Ability to file numerically and chronologically;
- Ability to remain in a standing or stationary position for extended periods of time, move documents into files and transport files to shelves, and lift 25 lbs or more;
- Ability to provide access to records according to applicable rules and statutes;
- Ability to express thoughts/ideas concisely and clearly, both orally and in writing, as well as understand and follow oral and written instructions;
- Ability to utilize general office equipment including computer, printer, microfilm, copier, scanner, fax, and postage machine;
- Ability to make decisions in accordance with court rules, laws, regulations, and departmental policies and procedures;
- Proficient in computer word processing, document management and data entry using Microsoft Office, MNCIS, Adobe PDF etc.;
- Ability to answer incoming phone calls, route callers to appropriate personnel, take messages, and respond to information requests;
- Good decision making, communication, and organizational skills.
Working Conditions:
Work is performed primarily in an office setting, file room, or at a public counter. Work involves contact with persons who may be in fear, angry, confused, abusive, or threatening. Work may involve exposure to records that may be disturbing.
Physical Demands:
Work involves a significant amount of moving about the office, talking, reaching, and lifting and carrying items under 25 pounds such as papers and files.
- Graduation from high school or vocational school;
- Very good customer service skills;
- Very good computer skills and the ability to learn new technology without difficulty;
- Reliable and accountable;
- Adaptable and flexible;
- Attention to detail;
- Able to effectively manage competing demands;
- Demonstrated very good attendance and punctuality in past positions;
- Ability to exercise sound, quick, and independent judgment;
- Strong verbal and written communication skills;
- Strong organization skills.
Preferred Qualifications:
- Previous customer service experience;
- Legal or court experience;
- Experience handling confidential records or information;
- Experience with Minnesota court applications such as: MNCIS, MPA, MCRO, MNDES.
Successful candidate will be required to pass a criminal background check.
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.
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.
Instructions to Apply:
Apply for this position online.
Rate of Pay:
The expected hiring range for this position is $21.00 - $22.00 per hour based on qualifications and experience.
This position is being posted for bidding, internal, and external application simultaneously.
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 January 12, 2023 at 11:59 p.m. 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.
Current State Employees: Please note that employment provisions (including but not limited to seniority and leave accrual) vary between the three branches of government. If you are considering a transfer to another branch of state government, you are highly encouraged to explore these differences. Please contact Human Resources for the department where you are currently located and the Human Resources Department for the posted position.
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 at 2ndDistrictHR@courts.state.mn.us
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 to public assistance, membership or activity in a local human rights commission, disability, sexual orientation, or age. We value and encourage applicants from diverse backgrounds.
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