Job Description

Marion County requires on-site work. Remote work is not available.

GENERAL STATEMENT OF DUTIES

Under general supervision to perform the violations court clerk role and responsibilities associated with the case processing and adjudication of traffic citations; wildfire and county ordinance violations; civil disputes of less than $10000 in small claims or civil division; evictions (Forcible Entry and Detainer FED Actions) heard through the Justice Court under the violations bureau order; to perform limited and routine violation trial tasks civil case tasks and finance processes as assigned.

SUPERVISION RECEIVED

Work under the supervision of the Office Manager or designee who assigns work sets goals and reviews work for accuracy completeness and compliance with department policies and objectives.

SUPERVISION EXERCISED

Supervision of employees is not a responsibility of positions in this classification.

Typical Duties - Duties include but are not limited to the following

• Provide customer assistance to the public in person by mail email and telephone; receive and respond to general questions by providing information regarding violation plea options citation and collection processes including payment options and obtaining license clearances; gather relevant information and coordinate with a supervisor or lead worker for resolution of traffic cases; communicate basic case information to external law enforcement and collection agencies.
• Maintain workflow of cases using the court case management program; review and compare citations to the court docket verifying all necessary information is accurate and correct; prepare and proofread the arraignment docket and any specialty dockets such as show cause hearings; refer inaccurate information to a supervisor; update and close a traffic or violation case if an individual enters a plea and pays the fine; send conviction abstracts to Department of Motor Vehicles (DMV) as assigned; print and provide motions to the Justice of the Peace filed by the public as well as law enforcement motions to dismiss or amend a citation.
• Decide traffic and violation cases at the court window online by mail fax or telephone according to the violations bureau order; access driving records as allowed by Law Enforcement Data System (LEDS) guidelines to reduce a fine under the violations bureau order; assist the public with payment options; verify documents including proof of vehicle insurance and registration; inspect vehicles to confirm necessary corrective action complies with court findings.
• Open distribute and process mail; receipt for mail payments; review letters from the public addressed to the Justice of the Peace and create draft response letters for review and approval.
• Generate and review reports including failure to appear in court and failure to comply with payment plan contract; send letters and notices for failure to appear and failure to comply; create and submit documents to the DMV requesting notification of suspension or license clearance; monitor cases for eligibility to reinstate driving privileges.
• Cashier receipt process and track fees payments and bonds collected for traffic or violation fines; set up payment plan contracts; complete internal records; balances transactions receipts and the cash drawer; submit cases to the collection agency; receive and review status updates from the collection agency.
• Perform routine violation trial tasks in traffic violations cases as assigned under the guidance of a lead or supervisor such as preparing and proofreading the trial docket entering and removing driving records in the electronic case file scanning documents and adding parties to the case sending subpoenas notifying parties of a trial date reset and other limited duties; perform assigned LEDS related tasks.
• Perform routine duties in civil small claims and landlord-tenant cases as assigned under a lead or supervisor; enter and scan initial and primary information electronically and in person; ensure accuracy of civil dockets including small claims and landlord-tenant cases by comparing the docket to court software files.
• Perform routine finance duties such as preparing the daily bank deposit and daily deposit summary preparing check disbursements for civil cases entering data on the civil trust spreadsheet for deposit and disbursement tracking reconciling payments received from collections preparing the accounts payable voucher for monthly billing statements processing refunds and other occasional limited finance tasks as assigned under the guidance of a lead or supervisor.
• May sit in as a witness for wedding ceremonies.
• Perform other duties as assigned.

Requirements for the Position

EXPERIENCE AND TRAINING

1. High school diploma or equivalent; AND
2. One year of related court experience; OR
3. Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.

SPECIAL REQUIREMENTS

• Must be able to obtain Law Enforcement Data System (LEDS) certification within 6 months of hire.
• The finalist for this position will be required to pass a criminal history background check including finger printing; however conviction of a crime may not necessarily disqualify an individual for this position.
• This assignment is represented by a union.
• This is a full-time position which is eligible for overtime.
• Typical Work Schedule: Monday through Friday 8:00 a.m.-5:00 p.m. with flexibility depending upon the needs of the department and program. May be asked to work 10:00 a.m.-7:00 p.m. on the 1st and 3rd Wednesday of every month depending on the court needs.

KNOWLEDGE SKILLS AND ABILITIES

Working knowledge of customer service techniques; office operations procedures and equipment; cash handling procedures; business math; English spelling punctuation grammar and composition; Oregon Revised Statutes including the vehicle code and code; Department of Motor Vehicle Rules; Law Enforcement Data System (LEDS) Rules; General Court Orders and court procedures related to traffic and violation matters; office equipment including computers and software programs scanners copiers telephones their functions and capabilities; concepts and techniques of prioritizing and organizing work; strategies for dealing with a variety of individuals from various socio-economic ethnic and cultural backgrounds.

Skill to provide assistance and information to customers; explain applicable court policies and procedures without giving legal advice; work effectively in a multi-task detail and deadline driven environment; handle a high volume of customers by telephone and in person; review documents for completeness; independently accurately and effectively perform assigned tasks and duties following established procedures regulations and program policies; effectively operate office equipment personal computers and software applications including databases and scanning software; perform data entry and arithmetic calculations with speed and accuracy; cash handling; communicate effectively both orally and in writing including drafting effective and concise correspondence; establish and maintain effective working relationships with staff Justice of the Peace law enforcement and court personnel parties and attorneys other agencies and the public in a courteous professional manner; maintain composure under stressful conditions; maintain confidential information in accordance with legal standards and county regulations.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hireyou will be required to complete the US Department of Homeland Securitys I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS PREFERENCE
Applicants are eligible to use Veterans Preference when applying with Marion County in accordance with ORS 408.225 408.230 and 408.235 and OAR and . Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at County is an Equal Opportunity Affirmative Action Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation through Human Resources in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mail Human Resourcesif you wish to request an accommodation.

Required Experience:

IC

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