Minnesota Judicial Branch Looking for Court Operations Associate – Civil Division – Ramsey County at Saint Paul, MN Full Time

The Second Judicial District is accepting applications for a Court Operations Associate position in the Civil Division of Ramsey County District Court, 15 W. Kellogg Blvd., St. Paul, MN 55102. The Civil Division handles all aspects of court processing associated with Civil and Probate matters.

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

This is advanced court clerical work involving 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 clerical work involved in case processing using an electronic filing system and paper processes, as well as providing in-court support. This position will also process filings and requests for all areas of the Civil division including case intake, accepting and updating documents and 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, performance 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 court stakeholders.

This position provides high-level customer service in-person, over the phone, and on Zoom, is highly detail-oriented, performs a considerable amount of data entry, and applies sound, quick, independent judgment. This position requires the ability to effectively manage competing demands simultaneously. Applicants must possess competent technical, organizational, and problem-solving skills, excellent communication, and keen attention to detail as well as other knowledge, skills, and abilities listed below.

Interviews will be conducted virtually via Zoom.

The Minnesota Judicial Branch is pleased to offer a comprehensive benefits package including medical, dental, and optional benefits and paid vacation, sick leave and holidays. To learn more about benefits, click here.

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.
• Launch, host, and clerk Zoom court sessions.
• Scan documents to 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 take necessary action in accordance with court rules, statutes, and procedures.
• Initiate, schedule, notice, and process documents filed with the court.
• Perform financial activities within the office including the processing of rent escrows and deposits.
• Update and write processes and procedures.
• Enter required permanent record information such as case events, case activity, dispositions, and judgments.
• Notify highway department to suspend and reinstate driver’s licenses consistent with established procedures.
• Assure completeness and accuracy of records.
• Perform courtroom clerical duties including preparing calendars, case files, and forms for court; preparing writs; arranging for interpreters, checking people in and calling the calendar; administering oaths to interpreters and witnesses; taking court minutes; setting court dates for next appearance; arranging and organizing the docket; noting continuances; making minute and docket entries to reflect case progress; preparing and processing court orders.
• Assure confidentiality in compliance with local, state, and federal statutes and court rules.
• Communicate with referees/judges while working as a clerk in court proceedings and in response to requests for documents or other information.
• Work remotely and onsite as assigned.
• Attend to phone calls, e-filing queue, financial transactions, front counter, e-mails, and faxes, while being available to the general public, attorneys, judicial staff, law enforcement, and representatives from other outside agencies.
• Respond to questions about court policies, information, and procedures.
• Provide high-level customer service to court customers over the phone and at the customer service counter.
• Create training materials and train new staff.
• Provide back-up for other clerk positions.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• 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, and laws 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 and respectfully with a diverse group of court stakeholders, judicial officers, and judicial branch staff in person, by phone, and during court room proceedings as needed.
• Ability to interact with court customers in a sensitive and professional manner.
• 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.
• Sound computer and keyboarding skills.
• 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, electronic document management, eSignatures, Microsoft Office, MNCIS.
• Ability to effectively prioritize and manage competing demands and meet deadlines.
• Ability to work under pressure while maintaining timeliness and accuracy.
• Ability to handle sensitive and confidential matters appropriately and in compliance with all applicable court rules, policies, and statutes.

Minimum Qualifications:

• Graduation from an approved high school.
• Demonstrated ability to handle multiple tasks while meeting a high level of accuracy in a fast-paced environment.
• Demonstrated interpersonal skills and ability to work respectfully with people from diverse backgrounds, including customers and co-workers.
• Demonstrated ability to learn new computer programs and technology.
• Demonstrated dependability with excellent attendance and punctuality in past positions.
• Excellent verbal and written communication skills.
• As this position requires both in-person and remote work, access to a reliable internet connection is required.

Preferred Qualifications:

• Strong customer service skills with at least six months customer service experience.
• At least six months experience in a legal environment.
• Experience with civil or probate statutes and rules.
• Court Clerk experience.
• Proficiency in the Minnesota Judicial Branch’s Electronic Filing System (eFS).

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 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.

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 Thursday, June 9, 2022 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 [email protected]

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.