Judicial Specialist

Job Title

Under the direction of the Court Administrator, performs a variety of technical, clerical, and administrative duties in support of the operations of the Municipal Court. The Judicial Specialist is responsible for providing assistance to the public within scope of authority, processing legal documents and managing court records, performing accounting functions, and maintaining accurate data entry in all court software; performs in-court clerk duties for the judicial officer during court proceedings; liaison to attorneys and court participants during and in preparation for court hearings.

Duties require the ability to manage a high-volume caseload and be extremely organized to meet rigid deadlines with minimal supervision. Strong attention to detail, communication skills, and collaboration are required to prioritize, organize, and complete workload accurately and in a timely manner. Responsibilities have a significant impact on the department's operations and customer satisfaction.

This is a non-exempt position, eligible for overtime and benefits. The City provides benefit eligible employees the following: medical, dental, vision, life insurance, long-term disability (LTD), employee assistance program (EAP), HRA/HSA/FSA, enrollment in Washington State's DRS PERS plan, 401(a) retirement plan (social security replacement plan), and an optional 457 deferred compensation plan (DCP).

Essential Functions

• Answer and direct incoming telephone calls; greet and direct the public. Provide courteous, efficient assistance in responding to or directing questions and requests for information or services.
• Respond to telephone and in person inquiries regarding case status, court dates and fines. Maintain positive public relations in providing information to the public.
• Enter infractions and criminal citations submitted by the police department into case management system and construct new files.
• Schedule court appearances for defendants; prepare and mail notices and enter case information into case management system.
• Perform Jury Coordinator duties such as summon jurors, maintain jury records, and prepare payment records for jurors and coordinates Jurors for jury trials.
• Review case financial history and accurately receipt and balance money received for court fines and fees.
• Perform various accounting tasks to include daily receipting, daily and month-end reconciliation, collections processing, and auditing In compliance with mandated State Auditor Office's (SAO) requirements and deadlines.
• Keeps accurate and complete records; makes required docket entries; and prepares for issuance of orders of commitment and release, warrants, subpoenas, summons, notices, and other legal documents as ordered by the court.
• Research case status and history to determine correct course of action in accordance with laws, rules, and court policies and procedures.
• Maintains warrant control and FTA processing.
• Maintains and compiles statistical data, prepares reports, and perform audits as directed.
• Maintains current knowledge of applicable regulations and laws related to case processing.
• Prepare and maintain records retention schedules and monitor caseloads.
• Process public records requests; includes independent investigation of case history.
• Process, sort, and route documents filed with or received by the Court by mail, fax, or electronically.
• Perform filing of papers, dockets, case filings, and case-related correspondence and maintain court filing system.
• Review and process public defender services applications.
• Secure interpreter and track interpreter assignment, ensuring terms of interpreter contract are followed. Process interpreter invoice and audit for accuracy of date, time, and length of assignment for accounting to outside agency/vendor.
• Assist the Judge in processing court cases including: providing case history; marking exhibits and processing orders of the court; ensuring readiness for court proceedings including setting-up and troubleshooting video/audio equipment; and notifying Public Works and/or IT for assistance/maintenance when needed; staffing the courtroom during session for in-person and remote hearings; maintaining court supplies and forms; recording proceedings and maintaining recording logs, and ensuring accurate reporting/records with DOL and other agencies.
• Maintains and enforces confidentiality of work-related issues, client records, and City information; maintains compliance with security procedures and privacy laws, policies, and guidelines; performs related duties as required or assigned.
• Perform functions as assigned with the court's emergency response plan in the event of an emergency.

Education and Experience

Required:

• Highschool diploma or equivalent AND at least one year of administrative/clerical office experience that includes providing a high level of customer service OR equivalent education/experience.
• Ability to pass annual CJIS training and required fingerprinting background check.

Preferred:

• Associate degree in Business Administration, Communications, or related field;
• At least two years administrative/clerical office experience;
• Working knowledge of accounting/cash-handling procedures;
• Prior experience working in a court setting;
• Judicial Information System (JIS) or similar court management system experience; and
• Ability to speak more than one language.

Knowledge, Skills, Abilities

Knowledge of:

• Principles and practice of general business management, legal requirements, court processes, and Washington State public records act and public disclosure law;
• Applicable City administrative policies and procedures;
• Applicable federal, State, and local laws and regulations affecting the work of the Municipal Court;
• Business letter writing and basic report preparation with proficient spelling and grammatical skills;
• Proficient knowledge of computers and applicable computer software applications, including specific knowledge of Microsoft Word and Outlook;
• Working knowledge of modern administrative office procedures, methods and equipment, including answering phones and front desk coverage.

Skill in:

• Strong organizational, time management, and interpersonal skills;
• Strong customer service skills;
• Strong attention to detail, working in a busy and sometimes stressful environment and changing priorities;
• Using initiative and independent judgment within established guidelines.

Ability to:

• Maintain regular, predictable, and reliable and punctual attendance;
• Take direction and track procedure and policy changes and apply to case processing.
• Maintain professionalism while working through unexpected challenges;
• Recognize opportunities to develop skill sets.
• Work independently with a high degree of reliability, accuracy, and productivity;
• Maintain and establish effective and cooperative working relationships with City employees, public and public officers, and other agency staff;
• Conduct oneself in a professional manner as defined by City policy and maintain confidentiality;
• Work well independently and in support of the team;
• Communicate in English clearly, concisely, and effectively, both orally and in writing.

Working Conditions / Physical Requirements

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The duties in this position are performed primarily in an office setting utilizing standard office equipment and in the courtroom with moderate noise levels. Incumbents may be exposed to hostile individuals while in the courtroom setting.