Job Description - E-Filing Specialist (01251) (24142911) E-Filing Specialist (01251) - (24142911)
The first review of applications will be November 12, 2024. Please submit the following required documents on the State of Montana Careers website:
- Resume - Please include dates of employment and your supervisor’s name/phone number for each position.
- Cover Letter
- Three Professional References
When submitting the required documents, you must check the “relevant document” box to ensure your attachments are uploading correctly to the specific application for this position. Applicants with missing documents will not be considered in the recruitment process. The Judicial Branch is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply.
For a complete job description, please email Katie.Erickson@mt.gov
The Montana Judicial Branch offers a variety of opportunities to help you make a difference in your community, and further your career. As a service-oriented employer, we seek employees with a passion for customer service to help us fulfill our mission to provide an independent, accessible, responsive, impartial, and timely forum to resolve disputes; to preserve the rule of law; and to protect the rights and liberties guaranteed by the Constitutions of the United States and Montana.
Benefits of working for the Judicial Branch:
- Work/life balance
- Family friendly policies
- Dedicated and caring colleagues
- Health coverage
- Retirement plans
- Paid vacation, sick leave, and Holidays (combination of up to 38 per year)
- Opportunities and room for professional growth
- Public Service Loan Forgiveness - Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF
This position is in Helena, MT. Helena exists as a crossroads between past and present, tame and untamed, mountainous wilderness and hometown warmth. A place where you can hike for miles without seeing a soul, stroll through our charming downtown, and enjoy breweries with breathtaking views—all in the same day.
From the early roots of Blackfeet, Salish, Crow and Bannock tribes who found this land abundant with bison and natural resources - to the four lucky prospectors who, in their last efforts, struck gold in 1864 - Helena is a place rich with history, beauty, and life. Learn more by visiting https://www.visitmt.com/.
Job Overview:
This is professional work analyzing multi-level court business practices to develop and support automated systems and training programs for judges, court staff and all those who file with Montana state courts.
This position tackles the many challenges that offices and individuals face during the migration from paper document workflows to electronic court records and document workflows, as well as ongoing support to each e-filing community. Work involves telephone and internet support of all users of the e-filing system and the many integrated software packages. Performing needs assessment of each court community to develop strategies for best local use of the e-filing system and coordinating those goals among various court community stakeholders. Designing and carrying out training program curricula for court personnel and the e-filing community. Arranging training schedules and facilities and preparing data. Writing training and support material for software users. Installing, testing, troubleshooting and evaluation of software updates to identify software performance problems or those created by integration with various software and environment variables. Additional responsibilities include follow-up visits, technical manual development, ongoing system maintenance, presentation development and data preparation, public speaking and traveling to court sites throughout Montana.
Work is performed independently within a team environment and is under the supervision of the Electronic Filing Portal Coordinator.
Job Duties:
(Any one position may not include all the duties listed, nor do the examples cover all the duties that may be performed.)
- Analyzes and evaluates court and e-filer needs at all court levels (appellate, district, justice, municipal, city) for all case types, to develop and implement business processes that support electronic records management including intake, storage, workflows and use by external agencies. Reviewing capabilities and limitations of various options and ensuring all project deliverables meet specific needs and requirements of the court community’s staff and business needs.
- Researches and analyzes state laws, rules and regulations to ensure the proposed systems comply with statutory regulations and requirements. Coordinates with the legal community through the Office of Court Administrator’s E-Filing Automation Committee as necessary to verify the interpretation of various statutes.
- Develops and establishes system development project plans and procedures to ensure that a variety of systems are integrated appropriately. Explains and justifies development strategies, requirements and alternatives to upper management and court community users. Ensures that system development plans meet the diverse and sometimes conflicting needs and interests of each court, as well as external e-filer attorneys, self-represented litigants and related agencies.
- Evaluates problems and complaints from all e-filing system users related to system implementation and performance issues, develops solutions and negotiates workable solutions through consensus. This involves determining the nature and significance of problems; interpreting and applying specifications to various products and services; and developing viable alternatives or solutions.
- Manages ongoing system maintenance and monitoring efforts to ensure the effectiveness of system functions and operations.
- The position is responsible for providing quality assurance of work during development, through implementation, and over the course of operations.
- The analysis and evaluation of Court business process needs and the development of unique solutions requires the position to consider a range of variables related to process requirements, work priorities and objectives, available resources, technological capabilities and limitations, and system-wide integration strategies to ensure that vendors deliver effective, long-term solutions.
- Develops educational materials including course content, exercises, handouts, audio-visual, background notes, procedure manuals and guides.
- Assists in designing and developing marketing materials to announce and promote training courses, and to showcase new or enhanced functionality.
- Informs supervisor and help desk of end-user problems and resolutions to assist in providing better service. Maintains resolutions database and logs help desk calls.
- Communicate changes to users of the systems through newsletters, email messages, professional presentations, or user conferences.
- Applies knowledge of the principles, practices and methods of computer technology to a variety of professional assignments and complex tasks.
- The incumbent is expected to write, modify or recommend alternatives to court operating procedures and technical reference systems as appropriate.
Knowledge, Skills, and Abilities (Behaviors):
- Requires knowledge of the theories and developmental applications of computer science, data management products; computer operating systems; and testing and performance management principles.
- Requires working knowledge of strategic planning principles, business process analysis, and guidelines related to information systems development.
- Requires the ability to develop innovative solutions to specific e-filing user needs involving multiple processes, objectives and requirements related to electronic documents (e.g., prosecutors, county attorneys, support staff, government filers, self-represented litigants, etc.).
- Requires the ability to work independently, set priorities, and meet deadlines.
- Must understand the functionality of the e-filing system and its integration with the court case management systems, considering local court rules.
- Must possess a thorough understanding of software system integration principles and processes.
- Must develop training classes that provide all court community e-filers with the knowledge and skills necessary to effectively utilize the e-filing system.
- Must possess the knowledge and ability of an educator in order to effectively deliver training and user materials to diverse audiences. This involves working with a large and diverse group of customers.
- Must be able to work as a member of a team and possess the ability to establish and maintain effective working relationships with staff members of varying technical abilities.
- Manage and monitor tracking issues with vendors and manage projects with little assistance.
- Communicate effectively orally and in writing.
WORKING CONDITIONS:
Business office setting, however, position requires occasional statewide travel, and multi-day on-site visits, as well as occasional unusual hours.
Minimum Qualifications (Education and Experience):
Education and experience equivalent to an associate degree in accounting, business, finance or a related field and experience developing and delivering adult training programs or public speaking. Equivalent combinations of education and experience will be considered. Court related experience preferred but not required. Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment: Not Applicable 25.14 - 25.14 Hourly Telework Eligibility: Telework Eligible (Full-time telework is not available. Telework schedule must be supervisor approved.) Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan : 1 Employee Status: Regular Schedule: Full-Time : Standard : Day Job : Yes, 5 % of the Time : Helena Agency: Judicial Branch Union: 000 - None : Nov 7, 2024, 9:32:45 AM : Ongoing Required Application Materials: Cover Letter, Resume, References Contact Name: Katie Erickson | Contact Email: Katie.Erickson@mt.gov | Contact Phone: 406-841-2965 The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency's HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.
State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant. | |
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