Court Operations Associate - Ramsey County - Civil Division

at  Minnesota Judicial Branch

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 is advanced court clerical work that will involve 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 is expected to perform the full scope of varied clerical work involved in case processing using an electronic filing system and paper processes, as well as providing in court room support. This position is also expected to process filings and requests for all areas of the Civil division including case intake, accepting, and updating documents, 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 and for performing a variety 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 courts stakeholders.
This position provides high level customer service in person, over the phone and in Zoom, is highly detail-oriented, requires a considerable amount of data entry, and the application of sound, quick, independent judgment. This position requires the ability to effectively manage competing demands simultaneously; possess competent technical skills, excellent communication, organizational and problem-solving skills; and keen attention to detail as well as other knowledge, skills and abilities listed below.
This is a hybrid role working both on-site and remotely, depending on business needs and a reliable internet connection will be required if working remotely.

MINIMUM QUALIFICATIONS

The Minnesota Judicial Branch recognizes the diverse set of skills, strengths, and attributes that an individual may bring into a role. If you have any combination of the experience, training, and education required for this position, please consider applying.

• Graduation from approved high school or equivalent.
• One (1) year of relevant job experience OR equivalent amount of post-high school education and experience totaling one year. Examples of relevant job experience: customer service, administrative work, office, and clerical work.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of and ability to perform general office practices and procedures, 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;
• Ability to read and comprehend rules, statutes and legal documents of varying type and complexity;
• Ability to take direction well and maintain a professional and positive attitude through challenging circumstances;
• Ability to communicate effectively and respectfully with a diverse group of court stakeholders, judicial officers and judicial branch staff in person, on the telephone, and during court room proceedings as needed. Ability to deal sensitively with people;
• 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;
• 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 handle sensitive and confidential matters and cases appropriately and in compliance with all applicable court rules, policies and statutes;
• Sound judgment, organizational and decision-making skills.

PREFERRED QUALIFICATIONS

• Experience with civil or probate statutes and rules;
• Court Clerk experience;
• Strong skills working within an electronic environment;
• Proficiency in working in the Minnesota Judicial Branch’s Electronic Filing System or eFS.

WHY WORK FOR US?

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. 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.

THE FOLLOWING ARE EXAMPLES OF MAJOR JOB DUTIES EXPECTED OF THIS POSITION.

• Perform the full scope of varied court clerical work involved in case processing in the Civil Division; utilizing SharePoint, Electronic Filing System (eFS), MNCIS, Microsoft Office and other related computer systems;
• Launch, host, clerk Zoom courtroom sessions and calendars;
• Update and write processes and procedures; scan documents to appropriate related events in 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 takes necessary action in accordance with court rules, statutes, and procedures;
• Initiate, schedule, notice and process filings and orders filed with the court; enter required permanent record information such as case events, case activity, dispositions, and judgments;
• Perform in-person and Zoom courtroom clerical duties; prepare calendar, case files and forms for court; prepare writs; arrange for interpreters, check people in and call the calendar; administer oaths to interpreters and witnesses; set court dates for next appearance; arrange and organize the docket, make minute, and docket entries to reflect case progress; prepare and process court orders;
• Maintain contact with referees/judges while working as a clerk in court proceedings and in responding to their request for documents or other information;
• Respond to questions/inquiries relative to court policies, information, and procedures; provide referrals for further assistance, information on case status and court records, and assistance with the processing of applications and documents;
• Provide high level customer service to court customers over the phone, via email and at the customer service counter.

The Minnesota Judicial Branch recognizes the diverse set of skills, strengths, and attributes that an individual may bring into a role. If you have any combination of the experience, training, and education required for this position, please consider applying.

• Graduation from approved high school or equivalent.
• One (1) year of relevant job experience OR equivalent amount of post-high school education and experience totaling one year. Examples of relevant job experience: customer service, administrative work, office, and clerical work