Court Specialist

Description

The Court Specialist performs clerical, administrative, and customer-service work in support of Municipal Court operations, including processing citations and legal documents, maintaining accurate records, assisting during court sessions, coordinating with judicial partners, and providing information to the public regarding court procedures and requirements. The position requires accuracy, confidentiality, and professionalism in a fast-paced environment with frequent public interaction, including situations involving individuals who may be upset or under stress. Work is performed under general supervision. Responsibilities may expand as experience and competency grow, allowing the incumbent to assume more complex case-processing and courtroom-support tasks within the established scope of the position.

Essential Functions

• Case Management
  • Process cases from initiation through final judgment, including citations, arraignments, hearings, trials, and sentencings.
  • Provide judges, attorneys, prosecutor, court manager, and law enforcement with accurate and timely case information.
  • Prepare and maintain legal documents, operate courtroom recording systems, and ensure case records are accurate and complete in the court management software.
  • Run standard reports and provide requested data to support court operations and administrative needs.
• Court Compliance
  • Maintain court records in accordance with statutory retention and security requirements.
  • Respond to public inquiries about court policies, procedures, payment options, schedules, and basic case status, ensuring information is clear and accurate.
  • Process legal compliance actions including DMV suspensions and reinstatements, bankruptcy notifications, failure to appear notices, payment plans, fee assessments, and collections procedures.
  • Provide defendants with information about court processes, plea types, fine structures, and courtroom expectations within established guidelines.
• Administrative Support
  • Operate court software systems to enter case information, update records, track payments, and ensure data accuracy.
  • Prepare, proofread, and format forms, letters, court documents, orders, reports, and other official correspondence in accordance with established procedures.
  • Assist the public with electronic payment systems and other self-service technology tools.
  • Identify and report system issues, data inconsistencies, or workflow concerns and suggest possible resolutions to support efficient court operations.
• Customer Service
  • Serve as the primary point of contact for the public, providing professional and courteous assistance at the front counter and by phone.
  • Process payments, issue receipts, and maintain accurate transaction records.
  • Maintain organized files, records, and supplies to support court operations.
  • Interact with upset or emotional individuals tactfully and resolve problems calmly while prioritizing daily responsibilities and maintaining efficiency in a fast-paced environment with frequent interruptions.
• Additional Expectations and Responsibilities
  • Participate in trainings, workshops, and legal update conferences to maintain compliance with evolving laws and court procedures.
  • Support a safe work environment by developing and modeling safe work habits for self, co-workers, and the public.
  • Provide coverage and assistance for other front office or court staff as needed during absences or high-volume periods.
  • Perform other duties as assigned to support Municipal Court objectives and operational needs.
  • Maintain a Notarial Commission issued by the State of Oregon.
• Reflects the City's values of accountability, accessibility, efficiency, collaboration, equity, and supporting our community in all work interactions and activities.

Education & Experience

• Education/Certifications
  • High School diploma or GED required. Associate’s degree in paralegal, business administration, or related field preferred.
  • Must be able to pass the court’s security clearance standards.
  • Must be Law Enforcement Database System (LEDS) certified at time of hire or obtain certification within 90 days.
  • Possession of a valid driver’s license or an acceptable alternative method of transportation which allows the incumbent to perform the duties of the position.
  • Possess a Notarial Commission from the State of Oregon or secure within the first six months on the job.
• Experience
  • Minimum of three (3) years of general office or administrative experience, including experience in a legal, municipal, or court setting preferred.
  • Experience with court software, case management systems, or other administrative technology is highly desirable.
  • Experience in progressively responsible roles performing clerical, customer service, or administrative duties is preferred.

• Basic understanding of court procedures, case processing, and legal terminology.
• Knowledge of records management and retention requirements, including public records laws.
• Familiarity with traffic citations, fines, and payment processes.
• Excellent organizational and problem-solving skills with the ability to manage multiple assignments and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and ability to learn court-specific software systems.
• Ability to maintain organized records, enter data accurately, and generate reports.
• Basic cash-handling skills, including processing payments, payment plans, and account reconciliation.
• Ability to operate office equipment, including multi-line phones, copiers, scanners, and courtroom recording systems.
• Excellent verbal and written communication skills; able to explain court procedures and policies to the public clearly and professionally.
• Ability to interact tactfully and respectfully with upset or emotional individuals while maintaining composure.
• Establish and maintain positive working relationships with coworkers, external agencies, and the public.
• Ability to identify problems, propose solutions, and follow through with appropriate actions.
• Maintain confidentiality and exercise discretion when handling sensitive information.

Additional Information

Working Conditions: Work is performed mostly in an office, front desk, or courtroom setting with moderate noise, frequent interruptions, and regular public interaction. The role occasionally requires lifting up to 25 pounds. The position involves frequent contact with individuals who may be upset, emotional, or hostile. Occasional evening work is required for court sessions. Occasional travel may be required for attendance at conferences, workshops, and legal training events.

Additional Information: This position does not provide supervision to any other staff. May provide general process guidance to other front office staff. Operates under the general direction and supervision of the Court Manager.

How to Apply:

To be considered for this exciting opportunity, please submit the following:

• Resume: A comprehensive overview of your professional experience.

• Cover Letter: A thoughtful and authentic letter describing why you believe you would be a good fit for this role and the City of Milwaukie.

• Supplemental Questions: Please provide thorough and genuine answers to the supplemental questions. Your responses will be used in the application review process to help rank candidates. We acknowledge the usefulness of AI tools, but this is your opportunity to highlight your unique lived experiences and demonstrate why you are the best candidate.

Additional Information:
Please include all applicable Experience and Education, including certifications, in your application. We use your application details to determine your step placement on our salary schedule.

Diversity and Inclusion: At the City of Milwaukie, we understand that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive.

Equal Employment Opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.

Accommodation:Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. To obtain confidential assistance, please contact Human Resources at 503-786-7507.

Veterans' Preference:The City of Milwaukie provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application, providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veterans Affairs at the time of application, unless the information is included in the DD Form 214 or 215.