Judicial Assistant

Judicial Assistant

Thurston County is seeking a highly motivated and qualified individual for the position of Judicial Assistant in Superior Court. This position implements and manages complex programs for Case Tracking Systems, Differential Case Management and Unified Family Court cases. Coordinates and schedules criminal, civil, family law and juvenile cases after initial filing through trial to case completion and maintains the master calendar. Reassigns cases in event of recusals, Notices of Disqualification and other conflicts of any nature in all case types. Performs confidential administrative assistance to Superior Court Judges, Court Commissioners, visiting and retired judges, to the Criminal Master Calendar, the Drug Court Program, the Court Administrator and the Unified Family Court Program.

Please note: This position currently has an end date of June 30, 2027 but it may be extended.

Essential functions may include, but are not limited to, the following:

• Coordinate and schedule trials, including prioritizing cases and controlling trial calendars, handle inquiries from other court staff, counsel and the general public. Create, update and maintains judges' individual departmental calendars. Schedule and calendar special hearings before judges in response to emergent needs and/or inquiries from counsel or the general public. Reassign cases in event of recusals, affidavits of prejudice and other conflicts of any nature in all case types in conjunction with the judges and other Judicial Assistants.
• Assist Judge with trial confirmations, analyze complex cases with multiple issues; determine and initiate other actions necessary to move cases to completion. Gather and apply information necessary to prepare the Case Schedule Order assigning case deadlines and trial dates for each case. Prepare jury instructions with speed and accuracy.
• Prepare, maintain and update the weekly master calendar. Prepare, reproduce, and distribute docket calendars. Manage docket calendars, coordinating with all parties, significant overlaps or conflicts of any docket calendar. Manages Unified Family Court model by scheduling multiple related cases and hearings before a single judicial officer. Assists parties in identifying and accessing court-ordered services and monitors parties' completion of court-ordered services.
• Supervise the Court's Arbitration Program for civil cases and the Family Law Mediation Program, making discretionary decisions with arbitrators and mediators in management of individual cases. Recommends and refers high-conflict cases to non-adversarial processes that diffuse conflict and allow early resolution, including scheduling of facilitators, and matching their skills or areas of expertise with appropriate cases.
• Review and interpret petitions, orders and proposed court documents verifying accuracy and completeness before submission to judicial officers.
• Develop and maintain research projects for statistical information. Conduct studies and evaluates procedures and activities within the scope of assigned functional areas. Prepares data base system reports involving access to multiple applications as necessary. Assists in grant writing as needed. Evaluates court procedures and rules, proposes changes and obtains input from affected agencies and divisions of the local bar.
• Trains temporary and permanent court employees and other court staff in the duties of Judicial Assistant and may lead or coordinate the work of volunteers and/or interns.
• Establish and maintain strong working relationships and serves as liaison with judges, court reporters, court staff, courtroom clerks, counsel, community agencies and the general public.
• Coordinate scheduling of visiting judges; information and referral services; Courthouse Facilitator, Guardians ad Litem and community resources for appropriate calendar assignment; and telephonic and video appearances for court hearings.
• Maintain and distribute Local Court Rules to local and state agencies and publications. Creates, revises and makes available local court forms and special program materials.
• Coordinate judge-conducted meetings and conferences involving large groups with varied interests. Provides administrative staff support to court and County committees.
• Prepare and organize confidential data relating to the status and circulation of memorandum opinions and letter opinions. Revise and update opinion banks for each individual Judge. Prepare and maintain confidential written correspondence.
• Receive and analyze ex parte communications, including constituent inquiries and complaints, taking appropriate action as necessary.
• May assume duties of supervisor in his/her absence. Provides backup coverage for other court staff as needed.

Working Conditions:

• Work Environment – The position is based in a courthouse environment in Olympia, WA. Staff are assigned to work within the courthouse, which may involve a combination of offices, courtrooms, and other areas of the building.
• Schedule - Monday – Friday, 8:00 a.m. – 5:00 p.m.
• Travel Requirements – Occasional travel may be required to attend meetings or trainings.
• Customer Interactions - Daily interactions via phone and in-person with Thurston County staff and the public.

Message to potential applicants: We understand that some potential applicants are less likely to apply for jobs unless they believe they meet every one of the functions or skills listed in a job description. We are most interested in finding the best candidate for the job, and we understand that may be someone who will learn some of these skills on the job. If you are interested in this position, and meet the minimum qualifications, we encourage you to go ahead and apply! Feel free to think about how you will bring your own set of skills to the role and tell us about the potential that you hold.

Qualifications:

• Associated Arts degree in paralegal studies or other related field; and six years of progressively responsible clerical/secretarial experience, four years of which must have been in a legal or court environment. Must have two years of experience managing a major project demonstrating the ability to work independently and make responsible decisions; and a background in legal terminology, trial calendar terminology and judicial procedures. Must have demonstrated experience in modern office methods and procedures.
• Ability to communicate effectively both orally and in writing with superiors, subordinates, other organizations, attorneys and the general public. Ability to assist co-workers with specific case processing procedures and policies.
• Must type at a minimum of 65-70 wpm with strong computer operating and multiple software skills, experience and knowledge in computer equipment and database programs, and the ability to transcribe from recorded systems.
• Licensed as Notary Public.

Desired Skills:

• Managing calendars in the Odyssey Case Management System
• Organization and operation of the Washington State Court System
• Procedures and practices within courts of general jurisdiction
• Techniques of effective program management
• Effective communication skills and methods
• Techniques of correspondence and report writing
• Work independently with minimal instruction
• Maintain confidentiality
• Prepare reports and correspondence independently
• Plan and coordinate numerous program activities and special projects
• Learn, apply and interpret policies and procedures
• Maintain effective public relations and obtain cooperation of other individuals

Other Related Recruitment Information:

• Not represented by a union
• Eligible for benefits
• Eligible for overtime under the Fair Labor Standards Act (FLSA)

Items Requested for Consideration:

• Application
• Resume
• Cover Letter
• Professional References

Please note: Information in this announcement is subject to change without notice at any time during the length of the job advertisement.

Thurston County is an equal opportunity employer.