Regional Clerk of Courts - York County

The Judicial Branch has an immediate opening for a Regional Clerk of Courts for York County, based within the Springvale District Court.  This is highly responsible managerial, administrative, supervisory, and public service work with responsibility for the operations of all courthouses and clerks offices in York County. The incumbent will coordinate, supervise and allocate resources between the three District Courts and one Superior Court in York County.  The incumbent will participate in the development of a strategic plan for the region and will make recommendations for developing regional performance metrics and making recommendations to improve performance.  The incumbent will develop methods for quality assurance and will be responsible for implementing new processes and procedures to address any deficits in quality.  The Regional Clerk of Court will be accountable for all operational activities, including, but not limited to: planning; caseload management; scheduling of dockets, judges, and courtrooms; allocation of resources; employee training and supervision; problem solving; and, resolving complaints.  Unlike other clerk positions, the incumbent will not work in the courtroom, maintain a caseload or perform other routine clerk office functions.  The incumbent will work closely with the Regional Judges to recommend efficiencies in regional scheduling, courthouse space utilization, and trailing docket management and serves as the primary contact with judges, Judicial Branch employees, the District Attorney, members of the Bar and the public on matters related to clerk and courthouse operations in York County.  The incumbent will review and assess court data and statistics, clerk case processing practices, and clerk staffing levels by courthouse and case type in order to implement consistent, efficient, and effective best practices in each office.

 Essential Job Functions:

  • Assess the strengths, deficits and capacities of clerk staff in each courthouse.
  • Re-allocate resources and implement change as necessary to optimize the ability of the York County Clerk’s office to meet the needs of York County, the Maine Judicial Branch and the public.
  • Work with the Regional Judges to implement efficiencies in regional scheduling, trailing docket management, and courthouse space utilization that best addresses the caseloads and meet the needs of the court.
  • Work with the Regional Judges to assure that the administrative and operational needs of the court are effectively and efficiently met.
  • Plan, analyze, and organize the work of clerks in Region I.
  • Hire and discipline employees in consultation with the Manager and Human Resources.
  • Develop strong relationships with each of the Regional Deputy Clerks in the various courthouse sites.
  • Create systems to ensure employees are effectively supervised, cross-trained, evaluated, and encourage and promote continuous staff development and training.
  • Empower Regional Deputy Clerks to maximize the resources within their courthouse site.
  • Maintain working knowledge of Administrative Orders and Judicial Branch Policies and Procedures, especially those in the areas of Court Operations, Human Resources, Finance, Information Technology, and Access to Justice.
  • Perform various administrative duties; including: conducting inventory of assets; assisting with property management issues; and providing reports to supervisors, administrators, judges, and others.
  • Handle complaints from both internal and external sources.
  • Serve as the point of contact for judicial stakeholders such as: District Attorneys, lawyers, DHHS, AAGs, and the public.
  • Ensure staff provides and maintains courteous and professional assistance and effective working relationships with all who use the court.
  • Ensure compliance with records retention schedule requiring the preparation and transport of court records to off-site locations.
  • Assess health and safety needs of staff.
  • Supervise accurate performance in any or all of the following:
  • Docketing and processing of matters before the court.
  • Scheduling of pre-trial activities, trials, motions, and other proceedings.
  • Management of trailing dockets and consolidated trial lists.
  • Processing of fines, fees, costs, bail and other funds paid to or through the court, and maintains books, ledgers, and accounts, as necessary.
  • Issuance, maintenance, and recall of Warrants of Arrest.
  • Determination of probable cause on Warrants of Arrest.
  • Preparation of abstracts and reports for the Administrative Office of the Courts, Secretaryof State, State Bureau of Investigation, and other agencies, as directed.
  • Operation of electronic recording machines, including maintenance of appropriate logs, and performance of ancillary duties.
  • Efficient jury management activities, both traverse and grand, including the preparation of lists and mailing of questionnaires.

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

  • Education:  Bachelors Degree in a related field required. Juris Doctor, Masters in Business Administration or Masters in Public Administration with an emphasis on Systems Management is preferred.
  • Experience:  Five years experience managing and supervising in a busy office environment.

Knowledge/Skills/and Abilities 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.
  • 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 Clerk’s Manual, 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 detailed computer applications.
  • Proficiency in the use and care of office equipment, including typewriters, computers, calculators, copy machines, postage machines, and fax machines, and the ability to learn to use other equipment, such as a TTY, cash drawers, and credit card readers.

Hours, Pay, and Benefits Information:

  • Hours:  Full-time
  • Salary:  $53,605.00 - $69,810.00
  • The value of the State’s bi-weekly contribution for employee benefits is:  Health Insurance  $327.39, Dental Insurance $13.13, and Retirement 11.54% of salary.

How to Apply:  Complete the application packet that consists of the Application, Applicant Information Survey (EEO), Background Form, that can be found at the bottom of this page, along with a cover letter and resume, and MAIL or FAX them to:
The Administrative Office of the Courts
Attn:  Dawn Rule, Human Resources
P.O. Box 4820
Portland, Maine 04112
Fax (207) 822-0781

Incomplete or untimely applications (resumes & cover letters without the application packet) will not be considered.

Application must be received by MAIL or FAX no later than 11:59 PM on Wednesday, September 4, 2013

The Judicial Branch is an EOE/AA employer.

Application Packet (PDF)