New Job Sc/Vb Associate Clerk (#519) In Maine

SC/VB ASSOCIATE CLERK

General Summary:

This is a highly responsible clerical and supervisory position within the Service Center/Violations Bureau a high volume, multi-faceted operation that processes all traffic infraction cases occurring in the State, including scheduling for trial any contested infractions, and provides certain administrative services for the trial courts including answer public telephone inquires at a centralized call center, completing juror questionnaire mailings, and conducting record checks.  The incumbent will be primarily assigned to either traffic infraction activities or to call center activities, but will remain flexible to perform functions in either area. Extensive contact with the public requires the incumbent to utilize excellent customer service skills to address sensitive and complex court inquiries.  Occasional statewide travel is required.

Essential Job Functions : *

• Handles and processes fines, fees, costs, and other funds paid to or through the Violations Bureau, and maintain books, ledgers, and accounts, as necessary.

• Handles verification process of financial transactions, public window balancing, prepares daily deposits, and processes bounced checks.
• Researches and performs financial adjustments and processes overpayments as needed.
• Provides assistance for associate clerk level work in the courts as required.
• Handles court scheduling including, but not limited to the yearly hearing calendar, motions, and other correspondence regarding the management of trailing dockets in the courts.
• Dockets, processes, and files matters with the Violations Bureau (e.g., officer tickets, answers, financial documents, returns from court, return mail, dismissals, etc.).
• Handles and prepares abstracts, suspensions, and restorations for the Secretary of State.
• Prepares orders and correspondence for judges (re-openings, extensions, dismissals, etc.).
• Answers inquiries (received by phone, in writing or at the public window) and provides accurate verbal and written responses and information, as appropriate, to the public, litigants, attorneys, law enforcement agencies, court clerks, judges, justices and others.
• Navigates the trial courts’ and the VB’s case management systems, various databases, the Judicial Branch website, and other sources of information to respond to inquiries.
• Maintains confidentiality related to cases and parties.
• Assists the Senior Service Center Associate in compiling Service Center data.
• Applies effective customer service skills to quickly and respectfully understand, summarize and respond to the needs of the caller.
• Effectively identifies calls requiring further information and facilitates transfer to local courts by accurately summarizing callers’ inquiries for the local court staff.
• Recognizes and documents trends in calls, stays current on changing forms and court procedures, and helps maintain an accurate and complete Knowledge Bank.
• Identifies local court data entry consistencies and inconsistencies, which impact availability of accurate and timely information for callers.
• Participates in hiring, evaluation, and discipline of employees, as assigned.
• Reviews all fines, counsel fees, and other monies owed on a statewide basis prior to the disbursement of bail.
• Assists with the coordination and completion of Juror Questionnaire mailings.
• Assists with bail management tasks.
• Conducts records research in the court case management system.
• Responsible for the supervision, training, and development of employees.
• Enforces office policies and Judicial Branch policies, and maintains focus on mission.
• Assigns and monitors work flow and productivity, including accuracy and thoroughness.

Other Duties and Responsibilities:

• Assist the Manager/Violations Bureau Administrative Clerk/Senior Service Center Associate in the planning and implementation of procedures and policies.
• Performs other duties as required.

The above list is intended to describe the general nature and level of work being performed by employees in this classification. A position may not be assigned all the duties listed and the listed examples do not include all the duties that may be assigned.

Minimum Education/Skills/Experience/Training Required to be considered for Employment:

• Graduation from High School or GED.
• Two years experience responding to customer inquiries using software and databases required.
• Associates Degree preferred.
• Call center experience preferred.
• Experience in trial courts is preferred.

Skills/Experience/Training Required to Adequately Perform Job Duties:

• Knowledge of basic court and office procedures.
• Supervisory experience in an office setting or relevant supervisory training.
• Knowledge of the organization, functions and operations of the Judicial Branch.
• Ability to complete work with attention to detail and to perform accurate data entry rapidly.
• Ability to perform basic mathematical functions and to accurately receive and distribute funds.
• Ability to promote a healthy team environment and to facilitate change.
• Experience in the use of spreadsheets, word-processing, and database software.
• Ability to interact effectively with the public, supervisors, court staff, co-workers, and attorneys in a variety of situations and circumstances.
• Excellent customer service skills with demonstrated oral and written communication skills.
• Ability to understand court procedures, legal documents, laws, and legal factors pertaining to the court system.
• Ability to remain calm under stressful situations.
• Ability to maintain confidentiality of sensitive Judicial Branch information.

Physical and Mental Demands: (included but are not limited to)

Physical and mental ability to perform tasks in an office or courtroom environment requiring frequent and/or sustained periods of standing, sitting, walking; bending; reaching above or below desk level. May require ability to lift or move up to 20 pounds. Hearing ability sufficient to communicate efficiently and effectively with public and court staff. Vision, dexterity, coordination and cognitive ability sufficient to use telephone, keyboard, computer and other office systems and equipment efficiently. Cognitive, intellectual and mental ability to concentrate on details and/or perform more than one complex task at a time and to handle diverse pressures related to requests and needs of those using court system services. Cognitive and mental ability to direct and manage personnel and to work and communicate effectively with supervisors and co-workers.

*  External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions either unaided or with the assistance of a reasonable accommodation, to be determined based on individual assessment.

Salary Information

• Grade 10; $19.57 per hour

Full time. Generous fringe benefits. These include: a defined benefit pension plan; paid life insurance; health, dental and vision plans; flexible spending arrangements; paid holidays, vacation and sick leave; employee assistance program; tuition reimbursement; child and elder care reimbursement; gym reimbursement program; and 457(b) deferred compensation plan.

This posting will remain open until Sunday, June 11, 2023. Cover letter, resume, and on-line application required. 

Please note only on-line applications will be accepted: https://www.courts.maine.gov/about/jobs.html 

The Judicial Branch is an EEO/AA employer.

Job Type: Full-time

Pay: $19.56 - $19.57 per year