Clerk V (#414)

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CLERK V

STATE OF MAINE JUDICIAL BRANCH

LOCATION: CUMBERLAND COUNTY COURTHOUSE PORTLAND

General Summary:

This is highly responsible managerial clerical administrative supervisory and public relations work assuming responsibility for the operations of the Clerk of Courts office in a Superior Court or District Court or a consolidated Superior Court/District Court Clerks Office. The Clerk coordinates and supervises all activities within the office and is accountable for all facets of its operation (maintaining the court record operational planning caseload management employee training and supervision problem solving complaint handling etc.). The Clerk of Court serves as the primary contact with judges employees attorneys and the public and ensures that all staff utilize appropriate customer service skills.

The Clerk of Court V position is reserved for the largest of courthouses in the State of Maine and this position will be accountable for all operational activities as they relate to the clerk function including but not limited to: planning; caseload management; scheduling of dockets and courtrooms; allocation of resources; employee training and supervision; problem solving; and resolving complaints.

Salary Range:

Salary grade 20: $89294.40 - $114691.20 annually.

What We Offer:

At the Maine Judicial Branch we value our employees which is why we offer great addition to competitive pay we provide:

• Work-life balance: 13 paid holidays 4 weeks of vacation leave and 12 paid sick days every year.
• Paid Parental Leave: 4 weeks
• Gym membership and childcare reimbursement programs
• Public Service Student Loan Forgiveness Program
• Health insurance coverage (85%-100% employer-paid for employee-only plan)
• Health insurance premium credit (5% decrease in employee premiums)
• Dental insurance (100% employer-paid for employee-only plan)
• Health and dependent care flexible spending accounts
• Defined Benefit Pension plan contributions
• Voluntary deferred compensation (retirement savings 457 Plan)
• Up to $1000 Tuition Reimbursement each year
• Employer-paid life insurance (1x annual salary)
• Additional wellness benefits

Essential Job Functions:*

• Assess and improve the strengths deficits and capacities of clerk staff.
• Provide leadership for all clerk staff by focusing on excellence in public service and responsiveness to changing public needs.
• Re-allocate resources and implement change as necessary to optimize the ability of the Clerks office to meet the needs of the public and the Maine Judicial Branch.
• Plans analyzes and organizes the work of the Clerks Office
• Responsible for overseeing consistent application of docketing procedures scheduling of cases and courtroom processes.
• Works with the Regional Scheduling Judges to assure that the administrative and operational needs of the court are effectively and efficiently met.
• Supervises and/or accurately performs any or all of the following: docketing case processing and filing of matters before the Court.
• Calendars pre-trial activities trials motions and other proceedings.
• Handles and processes fines fees costs bail and other funds paid to or through the Court and maintains books ledgers and accounts as necessary.
• Oversees jury management activities as appropriate.
• Issues maintains and recalls warrants of arrest and reviews all reports and takes appropriate action based on the reports.
• Oversees operation of courtroom clerks and/or serves as courtroom clerk including performing duties as required by the judge/justice.
• Prepares abstracts and reports for the Administrative Office of the Courts Secretary of State State Bureau of Investigation and other agencies as directed.
• Oversees operation of electronic recording machines maintains appropriate logs and performs duties ancillary to recording.
• Is responsible for implementing operational plans as the courts move into electronic filing.
• Is responsible for evaluating and taking appropriate action based on reports from the Administrative Office of the Courts detailing docketing concerns.
• Responsible for planning analyzing and organizing the work of the office.
• Hires supervises trains evaluates and disciplines employees.
• Assigns reviews and evaluates work.
• Maintains a working knowledge of Human Resources Manual.
• Ensures staff provides courteous professional assistance and maintains effective working relationships with all who interact with the Office including Judges Attorneys Law Enforcement and members of the public.
• Handles complaints from both internal and external sources.
• In conjunction with management communicates with justices judges prosecutors defense attorneys self-represented litigants and the public.
• Assesses health and safety needs of staff.
• Responds to inquiries in person and over the telephone from the public judges/justices attorneys and other state and federal agencies concerning matters before the Court.
• In conjunction with management ensures compliance with records retention schedule.

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

• Education: Bachelors Degree required. Ten years of experience in the clerks office may be substituted for the education requirement.
• For internal candidates completion within the last two years of MJB provided courses in: HR Procedures Discipline Performance Evaluations Team Building Interviewing. For external candidates or internal candidates who meet all other requirements these courses must be completed within the first year of being hired.
• Experience: A minimum of 10 years supervisory experience with increasing responsibilities required.

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

• Excellent communication and interpersonal skills.
• A proven record of leadership and accomplishment; preferably in a court environment.
• A thorough understanding of organizational procedure and human aspects of managing an organization.
• A proven record of accurate attention to detail.
• Ability to interact effectively with the public other court staff judges and attorneys in a variety of situations and circumstances using excellent customer service skills.
• Ability to understand and follow oral and written instructions.
• Ability to balance competing interests of department and stakeholders in a multi-faceted organization.
• Strong oral and written communication skills including speaking to groups.
• Strong skills in mathematical and accounting functions and the ability to accurately receive and distribute funds.
• Ability to analyze office workflow troubleshoot prioritize workloads and implement changes.
• Strong interpersonal critical thinking and problem-solving skills.
• Knowledge of administrative and clerical procedures governing clerks offices including the Clerks Manuals as well as Judicial Branch policies and procedures.
• Knowledge of court procedures legal documents laws and legal factors pertaining to the court system and the ability to understand court procedures legal documents laws and legal factors pertaining to the court system.
• Ability to effectively explain and enforce Judicial Branch policies and procedures.
• Ability to maintain confidentiality of sensitive Judicial Branch information.
• Ability to learn and implement detailed computer applications.

How to Apply:

This position will remain open until filled.

Cover letter resume and online application must be submitted online at Judicial Branch is an EEO/AA employer.

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If you have any questions about the online application process please contact the Judicial Branch Human Resources Department at