State of Oregon Judicial Services Specialist 2 (Small Claims/Landlord Tenant Clerk) in Portland, Oregon

Judicial Services Specialist 2 (Small Claims/Landlord Tenant Clerk)



Judicial Services Specialist 2 (Small Claims/Landlord Tenant Clerk)


$2,540.00 - $4,135.00 Monthly


Portland, OR

Job Type



Judicial Department - State Courts

Job Number



3/27/2018 11:59 PM Pacific

  • Description

  • Benefits

  • Questions


This is a Small Claims/Landlord Tenant Clerk position in the Small Claims/Landlord Tenant Unit, Civil Department, Multnomah County Circuit Court.

The 4th Judicial District is the largest in the State of Oregon. The Multnomah Circuit Court is responsible for approximately 500,000 new case filings and over 3 million document filings each year including felony, misdemeanor, domestic relations, juvenile, probate, and civil cases. The Multnomah Circuit Court serves as the municipal court for the cities of Portland and Gresham, handling small claims, landlord/tenant matters, and parking, traffic, and Tri-Met violations. The Circuit Court has over 320 staff, including 14 hearings referees, and 38 elected judges working in four courtroom facilities in Multnomah County. The Multnomah Circuit Court also operates in several additional facilities for records archives, scanning, and applications training. The Oregon Judicial Department (OJD) has transitioned from a paper-based system to Oregon eCourt, and court files and documents are maintained as electronic records.

The Small Claims and Landlord Tenant Unit is responsible for monitoring Small Claims and Landlord Tenant cases (approximately 20,000 annually) from initiation, to hearings or mediation, through to final disposition. Responsibilities include maintaining an accurate and current register of actions; processing all judgments and post-judgment documents; processing and maintaining all cases/documents (electronic and paper) in the electronic content management system (Odyssey); and calendaring. Section staff process several hundred documents daily. The work of the unit affects judges and other court staff, litigants, attorneys, other government agencies and the general public.

The purpose of this position is to perform general clerical or administrative support duties related to court operations. This includes maintaining an accurate and current register of actions for cases; processing all documents (electronic and traditional paper) in an electronic content management system (Odyssey); assisting customers; and providing backup for other positions within the unit.

Duties & Responsibilities

Typical job duties may include, but are not limited to, the tasks listed below. Assigned tasks may be changed to accommodate workload and organizational needs.

  • Follow Unit, Court, and OJD processes, procedures, guidelines, and statutory timelines when performing all tasks and duties.

  • Maintain a high level of professionalism, efficiency, and accuracy.

  • Determine and maintain confidentiality when working with sensitive or confidential information, records, documents, and files.

  • Work and contribute as an effective team member.

Clerical/Administrative Responsibilities

  • Review, accept and process electronic and conventional documents.

  • Perform general data entry, including linking electronic documents to case events.

  • Work with electronic queues.

  • Work reports and time standards to ensure required case tracking.

  • Schedule cases (calendaring) for appearances and review dockets for necessary date entry and updates to case records.

Courtroom Responsibilities

  • Serve as courtroom clerk.

  • Work directly with litigants, judges, referees, and the general public.

  • Provide data entry and other support for judges or referees in the courtroom.

  • Operate digital recording system creating the electronic audio record and log. Keep track of witness names, length of testimony, and location of testimony on log. Certify the record. Report recording problems immediately.

  • Mark, log, and keep track of exhibits submitted at trial.

Customer Service Responsibilities

  • Assist the customers, litigants, and attorneys via the public service counter, telephone, and email.

  • Accept and receipt payments for filings, fines, and other money.

  • Respond to customer inquiries and provide information related to court procedures and policies, the status of cases, and court dates.

  • Assist judicial department staff and other operations court staff via in person, telephone, and email.

Other Responsibilities

  • Provide backup coverage for other clerks for breaks and other absences.

  • Perform other duties and tasks as assigned by the supervisor or lead worker.

Working Conditions

This is a full-time position, and the work schedule is 8:00 a.m. to 5:00 p.m., Monday through Friday. It is eligible for overtime compensation for hours worked in excess of 40 per work week.

Occasional overtime hours may be required related to courtroom responsibilities.

Frequent phone and in-person contact with people from diverse backgrounds.

Frequent phone and in-person contact with customers who may be angry, hostile, confused, or frustrated.

The following office equipment may be used: telephone, personal computer with multiple monitors, copy machine, fax machine, and scanner.

This is a fast-paced office environment (at a work station or public counter) with interruptions and frequent case-type deadlines that require a high volume of document handling, processing in a timely manner, and long periods of sitting while entering data into the computer.

Qualifications, Required & Requested Skills

Minimum Qualifications

The qualified candidate must have at least one year of responsible, clerical experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.


Possession of a high school diploma or GED, or equivalent life or work experience.


Any combination of education and experience equivalent to two (2) years that typically supports the knowledge, skills, and abilities for this position.

Special Qualifications


Requested Skills and Attributes

(verifiable in your application)

  • Skill performing a variety of clerical or administrative support tasks in a busy business or professional setting.

  • Skill communicating effectively with a variety of individuals in challenging circumstances.

  • Skill explaining court processes, procedures, and policies.

  • Skill accurately handling money and balancing or reconciling a till or cash drawer.

  • Experience identifying and safeguarding confidential information and materials.

  • Proficient, regular, and recent use of computers and software programs to access and input information and to complete a variety of tasks.

  • Experience working in a court or other legal environment.

  • Experience working for the Oregon Judicial Department.

Additional Information

You must complete and submit the application and respond to all parts of each supplemental question. OJD will not consider resumes or cover letters unless they are specifically requested in these instructions.

You must demonstrate, in your application materials, how your work experience and education meet the minimum qualifications, special qualifications, and requested skills and attributes, listed above.

You will be subject to a criminal background check if you are a finalist. Adverse results are evaluated on a case-by-case basis and may result in disqualification if the circumstances are directly related to the duties and responsibilities of the position.

Newly hired employees are required to complete and sign the Employment Eligibility Verification (Section 1 of the Form I-9) no later than the first day of employment and provide evidence of identity and employment authorization to work in the United States within three (3) business days. See Form I-9 for questions about acceptable verification documents. The Oregon Judicial Department does not offer visa sponsorships.

Apply now if you are interested in this or future vacancies. This job announcement may be used to fill future vacancies in this class of work.

Veterans' Preference

Eligible veterans who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans must attach the appropriate documentation. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.


The Judicial Department's practice is to begin employees at the first pay step. However, a higher starting pay rate may be considered depending upon the applicant's education and experience.

Conduct Expectations

Because of the Oregon Judicial Department's role in providing justice and upholding the rule of law, employees of the Department are required to meet the highest standards of professional conduct and ethics while on the job, and also to maintain those same high standards when taking actions in their personal lives that could reflect on the Department.

Questions and Support

If you require an alternate format to complete the application process, call 503-986-5930, or TTY: Oregon Relay Service 711 for the hearing impaired. Be prepared to describe the alternate format needed.

For technical help with your login or online application issues, online resources are available at You may leave a voicemail at 855-524-5627 from 6:30 a.m. to 5:30 p.m. (Pacific Time), Monday – Friday. It may take up to 24 hours to receive a response. If you do not receive a response after 24 hours, you can email technical support at

Oregon government job application information and resources are available at

For questions about a specific Oregon Judicial Department job posting, call 503-986-5930.


The Oregon Judicial Department offers an attractive benefit plan which provides 95% contributions toward Public Employees Benefit Board (PEBB) sponsored individual and family medical and dental insurance. The insurance contributions are pro-rated for employees who work less than full-time.

Retirement benefits include participation in the Public Employee Retirement System (PERS) or the Oregon Public Service Retirement Plan (OPSRP), depending on eligibility.

Other benefits include paid holidays, paid vacation, and sick, personal, and bereavement leaves. Optional benefits include life insurance, long and short term disability, long term care insurance, and participation in the Oregon Savings Growth Plan (deferred compensation).