Job Description

Job Posting Title

Court Services Specialist | Receptionist

Agency

677 SUPREME COURT

Supervisory Organization

Supreme Court [JM]

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

Salary: $48,000 - $55,000

Job Description

Applicants must be authorized to work in the United States without the need for employment-based visa sponsorship now or in the future. The employer does not provide visa sponsorship for current, continued, or future work authorization.

• All interviews are in-person / on-site.
• Travel expenses will not be provided for in-person interviews.
• This position is in-person / on-site only. Remote work is not authorized.
• Please no agencies – direct applicants only.

HOW TO APPLY: Upload a single PDF document containing a cover letter and resume. In the cover letter include your salary expectations and availability date or notice requirements. Do not include other documents unless specifically

Position Description: Reporting to the Director of Court Services, the Court Services Specialist - Receptionist is responsible for providing administrative support to various Court Services Programs, such as the Certified Court Reporters, Certified Courtroom Interpreters and Language Access Program. This position will be the first point of contact for the Judicial Center. The Administrative Office of the Courts (AOC) is housed within the Oklahoma Judicial Center along with the Supreme Court of Oklahoma, the Court of Criminal Appeals, and the Appellate Court Clerk's office.

Salary: Commensurate with Education and Experience

FLSA Exemption: Non-exempt

Responsibilities and Essential Functions will include (but not be limited to) the following:

• Provide professional reception and administrative support for the Judicial Center by greeting and assisting visitors; answering, screening, and directing incoming telephone calls; and responding appropriately to inquiries from Judicial Center guests, employees, court personnel, and external stakeholders.
• Assist with planning and coordinating Court Services programs, meetings, workshops, conferences, and special events by researching and recommending venues; coordinating catering; communicating with vendors regarding pricing, availability, and service options; and maintaining related records and documentation.
• Process registrations, fees, credit-card payments, and related documentation for Court Services programs, workshops, examinations, conferences, and other assigned events; ensure records are accurate, complete, and timely.
• Enter, track, and maintain continuing education records for court reporters and courtroom interpreters; respond to routine inquiries concerning continuing education requirements and related credentialing matters.
• Assist in the annual renewal process for approximately 400 court reporters and 175 courtroom interpreters, by initiating email notices, receiving digital and paper renewal forms, reviewing, processing, taking credit-card payments, continuing education documentation, correspondence, and supporting materials. Verify submission completeness; update renewal, payment, contact, and continuing education records in database; prepare routine notices, confirmations, and deficiency communications; maintain organized electronic and paper files in accordance with current records-management requirements. Respond to routine renewal inquiries and follow up on incomplete, late, or deficient submissions, referring substantive policy, eligibility, or other non-routine matters to appropriate program staff.
• Perform other related duties as assigned.

Knowledge, Skill, and Ability Requirements:

• Excellent oral and written communication skills, including proper grammar, spelling, punctuation, and arithmetic. Ability to compose correspondence and comprehend details and nuances.
• Strong interpersonal skills required. Ability to interact professionally and appropriately with a wide variety of stakeholders, including Judges and Justices, court clerks, AOC staff, attorneys, and the general public. Must have professional demeanor and strong work ethic.
• Excellent organizational skills with an ability to work independently and schedule time to meet deadlines. Strong customer service focus, with ability to be resourceful and proactive when issues arise.
• Ability to maintain administrative and general records and to prepare reports and answer questions from records.
• Ability to maintain strict confidentiality regarding the court’s internal processes and all matters pending before the Court.
• Knowledge of administrative and office procedures. Strong computer skills, including Microsoft Office applications (MS Word, Outlook, Excel, Teams, etc.).

Education and Experience Requirements:

• Graduation from High School or the equivalent GED certificate; required.
• Two (2) years’ experience performing administrative duties in a professional environment, preferred.
• Experience operating standard office equipment (copier/printer, postage machine, shredder, etc.), preferred.

Travel: All AOC positions have the potential to and expectation of requiring employees to travel for normal duties in support of the Judiciary, including and not limited to state Judicial events and national industry conferences.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

All AOC positions are designated as “In-Person” at one of the authorized work locations. AOC offices are officially open for business from 8:00 AM to 5:00 PM, Monday through Friday.

MIS employees have the expectation of being assigned on-call as defined in 26 CFR 553.221 (d) in support of judicial operations.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk, hear, comprehend, observe, and evaluate. Specific vision abilities required by this job include close vision and ability to adjust focus. This position requires the ability to lift files, open filing cabinets, operate standard office and computer equipment, and bend or stand on a step stool as necessary.

Responsibilities and skills listed above are essential to the position. Inability to perform these responsibilities with or without an accommodation may result in disqualification from the position.

Eligibility: Applicants must be authorized to work in the United States without the need for employment-based visa sponsorship now or in the future. The employer does not provide visa sponsorship for current, continued, or future work authorization.

The State of Oklahoma has an excellent benefits package including 3 weeks of vacation, employee retirement and health benefit plans. Position open until filled. Criminal background check required. The Supreme Court of Oklahoma Administrative Office of the Courts 2100 N. Lincoln Blvd., Suite 3 Oklahoma City, Oklahoma 73105. http://www.oscn.net.

The Supreme Court of Oklahoma is an Equal Opportunity Employer.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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