Court Operations Associate - Probate Team

Court Operations Associate

The Seventh Judicial District invites qualified applicants to apply for a Court Operations Associate position on the Seventh District Probate team. The primary work location will be determined based on the candidate selection and will be required to travel to assist in other counties within the Seventh Judicial District. This position will require regular on-site work assignments, allows for a hybrid work environment, and will require good internet connection.

The expected starting salary for external candidates will be $22.28.

The probate team is a centralized team that supports the 7th District. Work is performed in person and remote. A person in this position will perform varied court work involved in case processing manually on MNCIS or related computer systems. Provide customer service in person, on the phone and over email with the public, attorneys, Judges, and other partner agencies. Review legal documents for completeness and accuracy. Update the Courts computer system with details of the court proceedings. Determine proper routing of filings in accordance with rules and procedures. Financial activities include calculating costs and amounts due. Read and interpret legal documents of varying types and complexity. Understand and follow oral and written instructions to maintain the record. Establish and maintain effective working relationships with others to provide service. Prepares and scan documents for EFS for Probate/Guardianship/Conservatorship/Commitment files. Schedule and reschedule court cases and contact all parties.

Examples of Duties

(Any one position may not include all of the duties listed, nor do the examples cover all the duties which may be performed)

• Assign appropriate security for documents; public; confidential and sealed. Scan original documents into digital files for attachment to MNCIS case record in all case types.
• Notify relevant individuals about missing information, documents, or non-compliant legal forms.
• Initiate case records using electronic means or paper documents.
• Record required data regarding parties, documents, flags, comments, and events in MNCIS and other relevant systems.
• Review scanned documents to assure accurate/readable images. Ensure that all documents are scanned into the appropriate case.
• Scan original documents into digital files for attachment to MNCIS case record.
• Monitor all documents in coming for probate/guardianship/conservatorship and commitment files. Monitor and track case processing.
• Follow up with lawyers/parties/judge.
• Coordinate schedules between attorneys and court.
• Enter data for probate/guardianship/conservatorship, Estate and Commitment files.
• Monitor all documents for briefing schedules proposed orders.
• Monitor and update judges under advisement cases.
• Implement informal compliance enforcement measures when appropriate (e.g., written and telephone notices, hearings on noncompliance of annual documents in a guardianship file).
• Record required data regarding parties, documents, flags, comments, and events in MNCIS and other relevant systems.
• Enter data for specialized team regarding Guardianship, Conservatorship and Estates.
• Consult necessary resources such as CAPs, QRGs, and other reference materials when processing a particular case.
• Conduct conflict checks for judges on cases either as part of calendaring or general case processing to determine if conflicts exist between the judge and parties or attorneys.
• Process and prepare special case certification records for personal representatives in probate.
• Process warrants.
• Record required data regarding parties, documents, flags, comments, and events in MNCIS and other relevant systems.
• Monitor status of individual cases.
• Assist parties or other customers with general questions about the courthouse, court process, or other court-related questions.
• Prepare certified and plain copies of court records upon request.
• Provide support to parties, attorneys, self-represented litigants at counter, phone or via electronic communications including answering questions and providing information, documents, and forms.
• Prepare, process, and/or file office and court documents, posting and checking information, performing receptionist duties, or performing related office support duties.
• Assist or support internal customers. May include answering questions and providing information, advice, policy interpretation, documents, to court staff, judges.
• Identify and process documents for the sealing process.
• Reconstruct and/or purge files when necessary pursuant to retention schedule.
• Assign cases to regularly scheduled calendars. May include rescheduling, contacting justice partners, and/or parties, etc.
• Coordinate rescheduling on removals and recusals.
• Update, reschedule, and reassign cases as necessary. May include calendaring the next hearing.

Typical Qualifications

Minimum Qualifications

Below are the past experiences that will lead to success in the role. For education requirements listed, the equivalent number of years of related experience may serve as a substitute.

• High School Diploma or Equivalent
• One (1) year of relevant job experience or greater, which may include but is not limited to customer service, administrative or office work. Additional education may substitute for experience.

Knowledge, Skills and Abilities

• Experience using electronic applications, such as Microsoft Office Suite, Adobe Acrobat, and the ability to learn job related software.
• Experience providing exceptional customer service while working under pressure in a high volume, fast-paced environment.
• Ability to multitask and prioritize duties while remaining flexible and adaptable to change.
• Ability to effectively communicate verbally and in writing, including the handling of sensitive and confidential matters.
• Ability to read, comprehend and explain rules, statues, legal documents, policies and procedures of varying complexity.
• Ability to establish and maintain respectful, and effective working relationships with others.
• Ability to work in an inclusive, multicultural environment and professionally exhibit cultural sensitivity.
• Ability to begin new tasks with little supervision while maintaining a high degree of accuracy in work product and demonstrating attention to detail.
• Ability to make independent judgements and decisions.
• Excellent customer service and interpersonal skills, including the ability to de-escalate difficult interactions.
• Reliable with the ability to meet commitments of work duties.

Preferred Qualifications

• Associate or bachelor's degree in criminal justice, Political Science, Business Administration or a related field.
• Experience working in the legal field or court setting in the areas of Guardianship, Conservatorship, Probate, and Commitment.
• Extensive knowledge of current court policies, procedures, processes and terminology.
• Knowledge and experience with Minnesota Court Information Systems (MNCIS) and eFile and eServe (EFS).
• Experience creating and remediating Microsoft Word and PDF documents to ensure compliance digital accessibility requirements.

SUCCESSFUL CANDIDATE WILL BE REQUIRED TO PASS A CRIMINAL BACKGROUND CHECK.

Current judicial branch employees must have satisfactory performance in all competencies in their most recent performance evaluation and no discipline above an oral reprimand in the preceding 6 months.

In addition to completing the online application, please upload and attach your cover letter, resume, and a list of at least 3 professional references. Current employees should also provide their last annual performance review.

Government Careers

Show more