Job Description

Job Title

This position will remain open until filled. For full consideration, submit your application and resume by October 2, 2026.

Performs a variety of administrative and accounting duties according to standard procedures for the Municipal Court. Exhibits a significant duty of care while handling sensitive information and interacting with the public.

Essential Job Functions

Administrative:

1. Administers all court proceedings and docketing in accordance with state statutes, laws, and ordinances. Keeps updated of changes in statutes and regulations to ensure compliance with all legal requirements applicable to municipal courts.
2. Complies with established procedures and policies regarding records management.
3. Coordinates court matters with Judge, defendants, defense counsel, police, and other levels of the criminal justice system.
4. Act as City-wide liaison to general inquiries from the public (by phone and at City Hall front counter).

Court Support:

1. Maintains, updates and purges files and records. Prepares and maintains a variety of databases, reports, documents, forms, and records.
2. Maintains and oversees administration and updates for court case management system.
3. Assists in managing the court's jury panel for trials.
4. Processes requests, motions, extensions, resets, and changes of plea through close contact interaction with local defense attorneys, defendants, and the City Prosecutor
5. Updates all violation and criminal case files; prepares, certifies, and recalls warrants; schedules and calendars docket.
6. Updates, process parking citations
7. Process citations through the Violations Bureau
8. Process and keep the Court's contact correspondence up to date like; voicemails, drop box, emails, and mail.
9. Provide excellent customer service to residents of McMinnville; participate in assuring a collaborative environment when working with other city departments or external partners; be a positive contributor to the municipal court team and assuring that we have a welcoming workplace.

Financial:

1. Processes court transactions including receiving, recording, and depositing cash and imported receipts.
2. Develops reports that accurately track court statistics.
3. Oversees collection efforts. Establishes and monitors payment plan agreements.
4. Balances and processes cash/check deposits.

General Job Functions:

• Establish and maintain effective working relationships with staff, other agencies, and the public.
• Perform other duties as assigned within the scope of the classification.
• Participate in committees when requested.
• Maintain proficiency in job requirements which may include attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
• Maintain work areas in a clean and orderly manner.
• Maintain confidentiality, data integrity, and comply with all related city, state, and federal standards related to confidentiality.

Qualifications

Required Qualifications: Any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described. A typical way to qualify would be a high school degree with at least one (1) year of additional training and a least two (2) years of related experience. This position also requires:

Knowledge of:

• General office practices and procedures
• Basic math and cash handling techniques
• Basic business correspondence, including business English, spelling, grammar, and punctuation
• Excellent public relations techniques to work effectively with sometimes challenging customers in person or by telephone.

Skill and Ability to:

• Ability to obtain Law Enforcement Data Service (LEDS) certification within 30 days of hire
• Learn the Oregon State Traffic Code and other local and state laws pertaining to the operation of the Municipal Court
• Handle many competing priorities at one time
• Learn legal terminology encountered in the performance of work
• Maintain accurate records and appropriately handle confidential information
• Become proficient in court computer software
• Cross train in other court duties
• Remain calm in stressful situations
• Exemplify traits that reflect the City's culture, including integrity, a customer service orientation, cultural competency, trustworthiness, flexibility and a willingness to change.

Preferred Certifications/Licenses/Training:

• Bilingual English/Spanish
• Certification by the Oregon Association of Court Administrators
• Notary Public certification

Supplemental Information

Working Conditions: The position requires limited (0-20%) ability to use dexterity and fine motor skills. Continuous (81% of the time) use of office equipment. The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination. The work environment is protected with only some occasional hazards or obstacles (20–40%). There is a moderately low level of personal risk or hazard. Job conditions are occasionally uncomfortable, with moderate (20-40%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Position may have some responsibility for driving.

Supervisory Responsibilities: Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel and may assign work to student workers.

Supervision Received: Works under the general direction of Court Supervisor.

Additional Requirements:

• Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.
• Finalists for this position will be subject to a computerized criminal history check, driving record check (if required for position), and education and certification verification. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.
• The City of McMinnville does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.
• Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want considered towards placement.

The City of McMinnville only accepts applications through our online application system at . We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline. For technical assistance, please call (855) 524-5627.

The City of McMinnville is an equal opportunity employer.

Applicants with disabilities who need a reasonable accommodation (e.g., assistive listening devices) to participate in the recruitment and/or selection process should contact Vicki Hedges, Human Resources Director.

The City of McMinnville is proud to hire veterans.

Applicants are eligible to use Veteran's Preference in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and they electronically attach the required documentation at the time of application.

Documents Required:

• MEMBER COPY

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