Court Specialist

The Court Specialist performs clerical, administrative, and customer-service work in support of Municipal Court operations, including processing citations and legal documents, maintaining accurate records, assisting during court sessions, coordinating with judicial partners, and providing information to the public regarding court procedures and requirements. The position requires accuracy, confidentiality, and professionalism in a fast-paced environment with frequent public interaction, including situations involving individuals who may be upset or under stress.

Work is performed under general supervision. Responsibilities may expand as experience and competency grow, allowing the incumbent to assume more complex case-processing and courtroom-support tasks within the established scope of the position.

• Case Management
  • Process cases from initiation through final judgment, including citations, arraignments, hearings, trials, and sentencings.
  • Provide judges, attorneys, prosecutor, court manager, and law enforcement with accurate and timely case information.
  • Prepare and maintain legal documents, operate courtroom recording systems, and ensure case records are accurate and complete in the court management software.
  • Run standard reports and provide requested data to support court operations and administrative needs.
• Court Compliance
  • Maintain court records in accordance with statutory retention and security requirements.
  • Respond to public inquiries about court policies, procedures, payment options, schedules, and basic case status, ensuring information is clear and accurate.
  • Process legal compliance actions including DMV suspensions and reinstatements, bankruptcy notifications, failure to appear notices, payment plans, fee assessments, and collections procedures.
  • Provide defendants with information about court processes, plea types, fine structures, and courtroom expectations within established guidelines.
• Administrative Support
  • Operate court software systems to enter case information, update records, track payments, and ensure data accuracy.
  • Prepare, proofread, and format forms, letters, court documents, orders, reports, and other official correspondence in accordance with established procedures.
  • Assist the public with electronic payment systems and other self-service technology tools.
  • Identify and report system issues, data inconsistencies, or workflow concerns and suggest possible resolutions to support efficient court operations.
• Customer Service
  • Serve as the primary point of contact for the public, providing professional and courteous assistance at the front counter and by phone.
  • Process payments, issue receipts, and maintain accurate transaction records.
  • Maintain organized files, records, and supplies to support court operations.
  • Interact with upset or emotional individuals tactfully and resolve problems calmly while prioritizing daily responsibilities and maintaining efficiency in a fast-paced environment with frequent interruptions.
• Additional Expectations and Responsibilities
  • Participate in trainings, workshops, and legal update conferences to maintain compliance with evolving laws and court procedures.
  • Support a safe work environment by developing and modeling safe work habits for self, co-workers, and the public.
  • Provide coverage and assistance for other front office or court staff as needed during absences or high-volume periods.
  • Perform other duties as assigned to support Municipal Court objectives and operational needs.
  • Maintain a Notarial Commission issued by the State of Oregon.
• Reflects the City's values of accountability, accessibility, efficiency, collaboration, equity, and supporting our community in all work interactions and activities.

Supervision Received: Operates under the direct supervision of the Court Manager.

The essential functions and tasks listed are intended to be descriptive rather than restrictive. Employees may carry out any of the listed tasks; however, these examples do not encompass all potential duties. All tasks necessary for the essential functions are important and are expected to be performed, even if they are not explicitly stated in the job description.

• Education/Certifications
  • High…