Court Operations Associate - Ramsey County - Civil Division - 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. 
 

Responsibilities
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.  

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.

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.

Working Conditions
Work is performed primarily in an office setting, courtroom or at a public counter. Work involves contact with persons who may be angry, abusive or threatening.

Physical Demands
Work is essentially sedentary with occasional walking, standing, bending and carrying items up to 25 pounds. Some assignments may require periods of extended sitting, standing or computer use.

To Apply
Please apply through your Oracle account clicking on your desktop icon, then “Me” and “Current Jobs”. Please attach your resume and cover letter.

This AFSCME CAT bargaining unit represented position is posted for internal application only. The deadline for bidding/internal application, per article 14 of the collective bargaining agreement between the Minnesota Judicial Branch and AFSCME, is November 5, 2024, 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. Current AFSCME CAT represented employees must have served a minimum of six (6) months in their current position and be in good standing to be eligible to apply.