Court Operations Associate - District Court Records - Ramsey County

Company: Government jobs
Location: Saint Paul
Posted on: January 28, 2023

Job Description:

DescriptionThe Second Judicial District is accepting applications for a Court Operations Associate in the District Court Records office at the main courthouse: 15 W. Kellogg Blvd., Room 72, St. Paul, MN 55102. This position may require travel to other court locations in the Second District. This position is responsible for customer service and clerical work in records operations for all court records of the Second Judicial District. This position involves daily contact with attorneys, judicial staff, partner agencies, media, the general public, and other courts in the search of records and processing hearing exhibit submissions.This position is responsible for understanding, explaining, and enforcing rules related to access to court documents and cases, locating records, fulfilling copy requests, and providing customer service in person, by email, and over the phone.This position requires sound organizational and technical skills, as well as close attention to detail, good communication, customer service, problem solving, and decision-making skills.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.Example of DutiesJob Responsibilities 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. Typical QualificationsMinimum Qualifications: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. Supplemental InformationThe 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.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.We also offer many opportunities for your continued career growth through development opportunities, supporting your long-term success at the branch.We are proud to offer these benefits to compensate our employees for the excellent work they do for the cause of justice in Minnesota.Our wide-ranging benefits package includes the following components:Health & WellnessMedical Insurance The employee-paid premium for the Minnesota Advantage Health Plan is only $38.50/month for a full-time employee with single coverage, or $262.66 for family coverageEmployees can choose from three different carriers: Blue Cross/Blue Shield Minnesota, Health Partners, or Preferred OneThe rate summaries and the schedule of benefits for the Advantage Health Plan are on the State Employee Group Insurance Program (SEGIP) siteOmada helps employees manage weight loss and reduce risk factors for type 2 diabetes, and Advantage Value for Diabetes, a benefit that reduces out-of-pocket costs for diabetes-related medical treatmentEmployees may also choose a high-deductible consumer driven health planPharmacy benefits provided by CVS CaremarkDental Insurance The employee-paid premium for this plan is only $13.50/month for a full-time employee with single coverage, or $55.40 for family coverageEmployees can choose from two carriers: Health Partners or the State Dental Plan (Delta)The rate summaries and the schedule of benefits are on the State Employee Group Insurance Program (SEGIP) siteVision Insurance The employee-paid premium for this plan is only $5.76/month for a full-time employee with single coverage, or $16.54 for family coveragAdditional information on vision insurance can be found on the State Employee Group Insurance Program (SEGIP) sitePre-Tax Spending Accounts Contributions to pre-tax accounts are taken from your paycheck before taxes are deducted, and since you pay less in taxes, your net income may be increased.Use pre-tax benefits to pay eligible medical and dental expenses, eligible dependent day care expenses, and transit expenses including parking and bus passes.Other benefits may vary by location.Basic and Supplemental Life InsuranceAccidental Death & Dismemberment (AD&D)Short Term DisabilityLong Term DisabilityPaid Sick Leave Eligible full-time employees accrue sick leave at four hours per two-week pay periodSick leave may be used for purposes such as medical and dental appointments, maternity leave, illness or injury for certain family membersRetirement BenefitsPensionThe Judicial Branch contributes to your Retirement PlanUpon retirement, you'll receive a monthly benefit for life, with potential post-retirement increasesYour monthly benefit will be calculated based on factors such as length of service, high-five average salary, age at retirement, and survivor benefit selectedVoluntary Deferred Compensation PlanRetirement saving plan in addition to your pension planHealth Care Saving PlanPost-employment health care saving plan that can be used to pay for medical expensesWork & Life BalancePaid holidays10 paid holidays, including New Year's Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas DayAdditional floating holidays may also be offeredPaid vacation leaveIn addition to paid sick leave, employees accrue generous paid time off that increases with years of service.Paid Parental LeaveEligible employees may receive up to six weeks of paid time off following the birth or placement of a child.Employee Assistance ProgramOur no-cost employee assistance program provides health coaching, worksite wellness initiatives, financial planning assistance, and several free counseling sessions for personal or professional use for employees and their families.Additional BenefitsPublic Service Loan Forgiveness This federal program allows qualified individuals to have their loans forgiven after meeting certain requirements working in public service.You can learn more about this program from the Minnesota Office of Higher Education and the office of Federal Student AidProfessional DevelopmentParticipation in conferences, cohort developmental programs, and other educational offeringsTuition reimbursement programEligibility for benefits is determined by employment status (i.e. full-time, part-time, intermittent, or temporary) as well as other job details (e.g. bargaining unit, supervisory status, etc.). Please ask Human Resources or the hiring contact about benefits at any time during the application process.01Are you currently employed in a position covered by the Labor Agreement between the Minnesota Judicial Branch and the Minnesota AFSCME, Councils 5 and 65 representing employees in the Second, Third, Fourth, Fifth, Sixth, Ninth, and Tenth Districts?YesNo02How many years of experience do you have in a position that requires a high amount of customer service?NoneLess than 6 monthsAt least 6 months, but less than 1 yearAt least 1 year, but less than 3 yearsMore than 3 years03What responsibilities have your previous positions included? (select all that apply)High volume, face to face customer serviceHigh volume, telephone customer serviceDealing with individuals in crisisDealing with individuals who are angry/difficultWorking with elected officialsFollowing court rules/statues in job dutiesWorking with people from diverse populationsWorking with self-represented people in a legal setting04How many years of court experience, or equivalent experience working in a legal environment, do you have?NoneLess than 1 yearBetween 1-2 yearsBetween 2-5 years5+ years05Have you been trained in and used the Minnesota Court Information System (MNCIS)?NoRead onlyData entry/update (limited experience)Data entry/update (moderate experience)Data entry/update (advanced)06Please give an example of a time when you provided great customer service.07Referral: To help with our recruitment and engagement efforts, please share how you heard about this position.Career Fair - College or University; Please SpecifyCareer Fair - Community; Please SpecifyCareer Fair - Other; Please SpecifyCareerBuilder.comCollege/University Alumni Network; Please SpecifyCurrent Employee; Please SpecifyFacebookFormer Employee; Please SpecifyGlassdoor.comgovernmentjobs.comHandshakeIndeed.comJoblist.comJobs.comLinkedInMinnesota Judicial Branch websiteMinnesota State Bar AssociationMinnesotajobs.comMinnesotaWorks.netMonster.comNewspaper AdvertisementProfessional Network; Please SpecifyRadioSimplyHired.comSnagajob.comState of Minnesota Management and Budget (MMB)Symplicity.comZipRecruiter.comOther; Please Specify08Referral: If your response states "Please Specify", write additional information here.* Required Question

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