SC/VB Associate Clerk (#213)

SC/VB ASSOCIATE CLERK

LOCATION: Service Center/Violations Bureau, Lewiston

The State of Maine Judicial Branch welcomes motivated team members to join us in serving the communities of Maine within the court system. The Judicial Branch plays a very important role in our communities by providing a safe, accessible, efficient, and impartial system of dispute resolution. Judicial Branch employees all support this mission, in their various roles.  We have 31 courts across the state and process over 130,000 cases each year in support of Maine’s almost 1.4 million residents.

The Job:

The State of Maine Judicial Branch is seeking a detail-oriented team player with strong customer service and leadership skills to join our team as an Associate Clerk.  This highly responsible clerical and supervisory position will be assigned to the Judicial Branch Service Center - a multi-faceted, centralized operation.  The Service Center includes the Violations Bureau where all traffic infraction cases and related trials are processed.  The Service Center also answers public telephone inquiries on the full range of matters and cases directed at the trial courts, conducts record checks, and completes juror mailings.

Grade 10, $21.77 to $28.40 per hour. 

What We Offer:

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

• Work-life balance: 13 paid holidays, 2+ 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

Responsibilities:

• 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.

• 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.

We’re Looking For:

• 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.
• 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.

How to Apply:

Cover letter, resume, and online application must be submitted online at https://www.courts.maine.gov/about/jobs.html.