Part-Time Judicial Specialist (.5 FTE)

Job Summary

The Judicial Specialist is accountable for a high degree of specialized and complex responsibilities that are technical in nature. This position contributes to the efficient case management and ensures the successful operation of a high-volume Municipal Court serving the cities of Kirkland, Clyde Hill, Medina, Hunts Point, Yarrow Point and Woodinville. The Judicial Specialist works in conjunction with court management, the bench, and other government agencies or contractual agents and actively supports the vision, mission, values, and goals of the Court. This position is responsible for researching, analyzing, and providing program-specific direction to both internal and external court customers. The work requires necessary attention to detail and applies understanding of legal requirements to communicate a wide variety of information in accordance with laws, rules, court policies and procedure in which consequences of an error would be of great detriment.

Distinguishing Characteristics: Work is performed in accordance with professional standards, city ordinances, state regulations and court rules. Work is characterized by high-level responsibilities with an emphasis on providing accurate direction, information, assistance, and technical support to all levels of court customers including attorneys, prosecutors, law enforcement agencies, defendants, victims, citizens, interpreters, and state agencies. This position maintains a high level of accountability, confidentiality, and the ability to work in a fast-paced environment with essential attention to detail, thereby reducing any liability.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Provide excellent customer service in handling high-volume interactions with court participants by telephone and in-person and accurately interprets, analyzes, researches, and resolves complex court questions, issues, and complaints in accordance with laws, rules and court policies.
• Demonstrates understanding of legal terms and applies state and local laws and court rules governing court operations and advises participants regarding proper course of action and legal requirements.
• Accurately enter all criminal, infraction, parking, school zone, moorage, animal control and impound filings for multiple jurisdictions requiring the verification of personal identification information.
• Facilitate in-person and virtual court hearings using courtroom operating technology such as Zoom, AV CaptureAll, OCourt, JIS, JABS and Laserfiche. Record and document proceedings, mark exhibits and process all court documents. Create court dockets with absolute accuracy update case disposition sentencing conditions, bench warrants, no contact orders, domestic violence orders and firearm orders. Schedule court hearings within jurisdictional timeframes and regulate case flow.
• Receive, investigate, and process all legal documents. Examine documents to determine whether they conform to the rules of practice. Take action using the appropriate court procedures, mindful of speedy trial and jurisdictional mandated timelines.
• Order and prepare tracking reports to verify compliance of all sentencing conditions ordered by the Judge, including evaluating defendant criminal history for new law violations, confirming compliance with conditions such as alcohol, drug, domestic violence, and mental health treatment and evaluations, DUI victim's panel, alcohol/drug information school, defensive driving school, AA meetings, community service and restitution.
• Report conviction data in accordance with mandated reporting requirements to the Department of Licensing, Police Departments and Washington State Patrol.
• Research and identify the status and jail location of in-custody defendants to coordinate with multiple law enforcement agencies and correctional facilities to arrange timely transport of defendants.
• Prioritize and prepare daily in-custody cases and verify that all appropriate paperwork, such as new charging documents and warrants have been processed with the court, thereby reducing any liability issues. Process all related case documents, schedule court hearings, and notify all parties of upcoming court proceedings.
• Maintain warrant control, including, issuing, recalling, processing, and purging bench warrants. Maintain failure to appear (FTA) control with Department of Licensing, including, ordering, issuing, adjudicating and purging. Ensure all defendants who are booked on bench warrants or post bail have their warrants cleared to ensure accurate records with appropriate police agencies. Process bail and bail bonds associated with warrants and in-custody matters.
• Act as mental health/commitment coordinator, prepare orders, and contact Western State or other doctors to coordinate an appointment for evaluation, prepare transport order, coordinate with jail, attach order with needed documents and coordinate all other schedules and information.
• Refer all assigned cases to the Probation Division including pre and post sentence interviews. Proficiently use the probation case management system, currently LawBase. Monitor all active probation participants in-custody, using both New World software and inmate management sites. Coordinate with multiple law enforcement agencies for records requests on active probation participants. Review probation reports and schedule a hearing or refer to the Judge accordingly.
• Perform duties mandated by Domestic Violence Legislation under the Revised Code of Washington (RCW) and Washington State Rules of Court which includes setting hearings within 24 hours, prepares certified No-Contact Orders. Process Orders to Surrender Weapons and Ineligibility to Possess Firearms. Notifies Domestic Violence Victims Advocate, Police Records and Department of Licensing of court orders.
• Enter Extreme Risk Protection Orders and file with King County Superior Court.
• Schedule and coordinate interpreter services for court proceedings by acting as liaison between the court and interpreter agencies using the interpreter program 1Lingua and printing invoices for payment.
• Responsible for the timely and accurate administration of the court services and functions which includes, collections, receipting, and financial recordkeeping of court fines, fees, restitution, and bail. Responsible for receipting large sums of cash, checks and credit card transactions. Receive and apply payments, reconcile, and balance daily. Research complex account payment history and make account receivable adjustments when ordered by the Judge or applicable.
• Research and apply complex account codes and fine break-down as mandated by the State. Create accounts receivable and set payment agreements with case participants; monitor payments and take appropriate action for delinquent accounts and assign to the Collection Agency.
• Coordinate and maintain high-volumes of Mitigation and Contested proceedings both electronically and in-person hearings. Process court orders and communicate findings to case participants in a timely manner.
• Maintain and serve as custodian of record of radar calibration certifications as required by RCW 5.44.
• Interpret and process Public Disclosure Requests for court records. Disseminate records in compliance with GR31.1 Access to Administrative Records General Principles.
• Provide Public Defender screening to determine eligibility in accordance with State Guidelines.
• Conduct special projects and reports at the request of court management.
• Recommend procedural changes and systems for use by court employees.
• Serve as liaison with other divisions/departments or government agencies; may be required to represent the court in related meetings and committees.
• Make recommendations to the Municipal Court web page and assist as needed.
• May participate in the interview process and make recommendations to Court Management for hiring purposes.
• Assist with Community Court and provide support to court participants.
• Serve as Jury Coordinator in collaboration with King County Superior Court; update the jury-information phone line and website; conduct juror orientations; assign jurors as needed; submit juror fees for payment.
• Electronically file criminal and civil appeals Comply with all requirements of King County Superior Court's rules and mandated timelines in accordance with Washington State Law guidelines.
• Scan and index all court correspondence and maintain an accurate and complete electronic paperless case management system.

Peripheral Duties:

• Perform functions as assigned in the City's emergency response plan in the event of an emergency.
• Cross-train in all court service areas as assigned.
• Perform other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload.