Oregon State Government

Initial Posting Date:

06/12/2025

Application Deadline:

06/25/2025

Agency:

Judicial Department

Salary Range:

$6,231 - $9,666

Position Type:

Employee

Position Title:

Supervisor 2 (Records Supervisor)

Job Description:

Interviews: Due to the high volume of applications we receive, it may take several weeks after the job posting deadline for us to schedule interviews.

Who We Are

Oregon Judicial Department (OJD) serves the public, and the people we serve may be facing challenging life circumstances, high levels of stress, or confusion about their next steps. The work you will do in this role affects members of our community who come to the court to have their cases resolved. We need people who want to impact their communities, value OJD’s efforts to remove barriers to access justice services, and welcome interacting with the public.

We are committed to building a diverse, inclusive team and encourage candidates of all backgrounds to apply. We consider relevant work, lived experience, and education, plus any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position. We welcome all candidates who are inspired by our work and mission.

Benefits To You

• We pay 95% to 99% of medical insurance premiums for full-time employees, including mental health coverage.
• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves (prorated for part-time employees), and other employee benefits such as optional insurances and flexible spending plans.
• OJD will pay you a 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.
• Salary offers are made with consideration of the candidate’s education and experience.

Position Highlights

The Linn County Circuit Court in Albany, Oregon, is hiring a Records Supervisor (Supervisor 2).

In this role, you will supervise, train, mentor, and coach employees in the Court Records unit. You will assign work, monitor and adjust workloads, provide backup coverage and performance feedback, and take corrective action as needed. You will schedule staff meetings and prepare agendas and minutes. You will review leave requests and monthly timesheets for accuracy. When hiring needs arise, you will conduct interviews, perform reference checks, and run background checks. You will also advise the Trial Court Administrator (TCA) and judges about operational issues and concerns, recommend improvements, and implement changes.

You will respond to complex questions and complaints from judges, court staff, attorneys, agencies, and the public. You will explain and interpret rules, policies, and procedures. You will keep abreast of legislative action related to court operations and provide updates to staff as needed. Working with the TCA, you will ensure the storage, retention, and management of our court’s records. You will also maintain a collection of resource materials.

Additionally, you will monitor the File and Serve queues. You will process incoming civil commitment support enforcement, probate, and criminal set aside filings. You will enter orders and judgments that are sent to the Records Supervisor Workflow Queue. You will route electronic documents for further review and processing. Part of your time will be spent answering questions and providing information at the customer service counter and over the phone.

Assigned tasks may be changed to accommodate workload and organizational needs.

Instructions for REQUIRED Cover Letter and Work History/Resume

Your cover letter and work history/resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below.

Cover Letter (REQUIRED)

• Attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and filename should include your name.
• In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.
• Address the cover letter “To the Hiring Manager.”
• Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter.
• Prepare your cover letter before starting your Workday application.

Work History/Resume (REQUIRED)

• Attach your updated resume in the Resume/Cover Letter section of the application. Your resume and filename should include your name.
• OR
• Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.

Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience.

The application deadline is 11:59 p.m. on the date listed above.

Minimum Qualifications

(These must be evident in your resume or work history.)

The qualified candidate must have a bachelor’s degree in court administration, management, business or public administration, or a closely related field.

OR

Four (4) years of progressively responsible staff-support experience in OJD at the equivalent of Court Operations Associate or above.

OR

Four (4) years of recent experience supervising, directly or through lead workers, staff performing a wide variety of clerical or administrative support duties. The supervisory experience must include most, or all, of the following:

• developing work procedures,
• hiring or recommending hiring,
• training,
• assigning and reviewing work,
• evaluating performance,
• responding to staff concerns, and
• handling disciplinary actions.

OR

Any combination of education and experience equivalent to four (4) years of experience that typically supports the knowledge, skills, and abilities needed for the position.

Special Qualifications

(These must be verifiable.)

None.

Requested Skills and Attributes

(These must be addressed in your cover letter.)

• Experience supervising staff, including training, motivating, effectively communicating, assigning and evaluating work, and handling discipline.
• Experience presenting information clearly and logically, orally and in writing, to small- and medium-sized groups of people.
• Experience explaining rules, policies, procedures, and decisions on behalf of an employer.
• Experience creating and developing, or revising, business processes.
• Experience recognizing, addressing, and managing conflict in a business or professional setting.
• Experience evaluating statutory, rule, or system changes to ensure rules, polices, processes, or procedures are compliant and meet all necessary requirements.

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. This position is FLSA-exempt and ineligible for overtime compensation for hours worked in excess of 40 per workweek.
• Occasional after-hours or overtime work may be required.
• Frequent phone and in-person contact with people from diverse backgrounds.
• Frequent phone and in-person contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma.
• This position oversees staff members who interact with people who may be angry, hostile, or unmanageable. Occasionally, there may be a need to request assistance from the TCA or from a deputy sheriff.
• Long periods of sitting or standing.
• Regular use of the following equipment: telephone, OJD-assigned computer with multiple monitors, copy machine, fax machine, and scanner.

ADDITIONAL INFORMATION

Criminal Background Check

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.

Reference Checks

By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product.

United States Employment Eligibility

OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security’s I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States.

Future Vacancies

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 after they receive an email in their Workday inbox requesting the information to verify eligibility. The action item, asking veterans to attach their documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.

Conduct Expectations

Because of OJD'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. As an employee, you will be expected to preserve the confidentiality of information received in the course of OJD employment.

Pay Equity

As an employer, OJD complies with Oregon’s pay equity law. Salary offers are made with consideration of the candidate’s education and experience. For more information on pay equity, click here.

Employee Benefits

Click here to access information specific to OJD employee benefits.

Public Service Loan Forgiveness

OJD is an eligible employer for the Public Service Loan Forgiveness program. To learn more about this program, and how to qualify, please click here.

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.
• Workday related information and resources are available here.
• For questions about a specific OJD job posting, call 503-986-5930 or email ojd.hrsd@ojd.state.or.us.

The Oregon Judicial Department embraces equal opportunity and affirmative action. We are committed to building a diverse team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

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