Administrative Assistant - District Court I

Administrative Assistant for District Court IThe Administrative Assistant for District Court I provides administrative, fiscal, and operational support to the Court Administrator and District Court I to ensure efficient and effective court operations. Responsibilities include accounts payable and receivable, payroll, bookkeeping, financial reporting, budget monitoring, jury management, recruitment and onboarding, staff training, records management, public records coordination, and policy and procedure development. The position assists with departmental planning, special projects, court scheduling, and workflow coordination; serves as a liaison with court personnel, attorneys, law enforcement, County departments, and the public; and provides backup support for Court Clerks, courtroom operations, and other court functions as needed. Work requires knowledge of court procedures, accounting practices, confidentiality, and applicable regulations, along with independent judgment in resolving administrative matters, maintaining financial accuracy, and supporting continuous improvement under the general direction of the Court Administrator.Typical DutiesAdministrativeProvide general office support including answering phones, distributing mail, processing travel and registration, ordering office supplies, and coordinating the meetings within the department as neededProvide administrative assistance to the Court Administrator in the execution of assigned projects, ensuring their successful completion. Assist in scheduling meetingsGenerate and print multiple reports from a variety of systems into excel spreadsheet for program utilization and statistical reportsMaintains departmental files and records ensuring confidentiality of records in a public spaceDestruction of records in accordance with established proceduresDistribute departmental information to internal and external individuals. Assist with meeting coordinationProvide technical assistance to the Court Administrator in preparation of departmental contract reportingAssist with monitoring and updating policy and procedures as laws and requirements changeProcess various items for review and approval by Civil AttorneyProcess items to be presented to the Clallam County Board of Commissioners (BOCC)Assist Court Administrator in the utilization of NEOGOV for the purpose of hiring, training and onboardingCreate and maintain filing systems and databasesServes as the department's Public Records SpecialistAssist in interpreting regulations, policies and procedures; Provide guidance, and training to other department staff, as directedPrepare department payroll ensuring accurate timekeeping by department staffAttend department staff meetings and coordinate activities, as directedReport work performed to the Court Administrator through reports, conferences and occasional check of in-process work and review of results achieved.Ensure that all required office supplies are available as needed and that the office equipment are in proper working order.Arrange for repair or replacement of office equipment as neededAssists in monitoring the quality and accuracy of work performed by staff and identifies workflow or operational issues; makes recommendations to the Court Administrator for improvements to accuracy, consistency, and efficiencyPrepares memos notifying staff of policy or procedural changes, work corrections, or as directed by the Court AdministratorPrepare and process legal papers and documents requiring knowledge of legal format, terminology, and procedures. Type from draft, oral dictation, a variety of documents, including general correspondencePerform any duties as assigned by the department headFinancialAssist with annual development of budgets as requestedProvide monthly reports to Court Administrator for tracking department revenue and ensure it is posted to the correct revenue budget line and to ensure the department remains within budgetInitiate improvements or revisions in record keeping systems to ensure payments accurately made on timePerforms accounts receivable functions, including receipting payments, crediting and adjusting accounts, adjusting receipts and time-payment schedules, processing collection payments, and resolving non-sufficient fund transactionsProcesses accounts payable, including preparing invoices and bills for payment and issuing authorized checks and disbursements for bail refunds, restitution reimbursements, jurisdiction reimbursements, garnishments, and other court-related fundsReceives, accounts for, and disburses funds held in trust, including garnishments, restitution, criminal fines, bail, and funds associated with civil proceedingsPerforms daily balancing of funds received, prepares deposits, reconciles bank accounts, and researches and resolves discrepanciesCompiles and maintains departmental financial data and prepares required financial reports, accountings, payment reports, and monthly and annual remittances of funds collected by District Court to the County, municipalities, and other entitiesServes as a departmental liaison for financial audits conducted by the State Auditor and other agencies; provides requested financial documentation, assists with audit activities, and facilitates implementation of recommended changes as directedPrepares and submits required unclaimed property reports and performs other related fiscal and accounting dutiesClericalProvides backup clerical support for Court Clerks, the public service window, courtroom operations, and other court functions as neededReceives, reviews, processes, and maintains court documents and records in accordance with established court procedures, rules, and legal requirementsEnters, updates, verifies, and retrieves case information using court case management and related systemsAssists attorneys, law enforcement, court personnel, other agencies, and the public by providing authorized information and explaining established court proceduresAssists with court scheduling, case processing, civil filings, jury-related activities, and preparation of court documents as neededEducation, Training, & ExperienceRequires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description. EducationAssociate's degree (AA) or equivalent from an accredited college or university, with major coursework in Business Management, Public Administration, or a closely related fieldIn lieu of the Associate's degree, an additional two (2) years of directly related experience may substitute for the education requirementExperienceMinimum five years of related experience in progressively responsible positions providing administrative and/or fiscal support, preferably within a local governmental or public-sector entityDemonstrated attention to detail in written and verbal communicationsProficiency with Windows-based software and Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, as well as internet and database applicationsExperience compiling, organizing, and preparing reports to address operational needs and inquiriesDemonstrated ability to organize work, respond effectively to changing priorities, and manage multiple responsibilitiesAbility to establish and maintain effective working relationships with coworkers, other departments, partner agencies, and members of the publicBenefitsAt Clallam County, we strive to take care of our team! Our employees are the greatest asset of Clallam County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees. County Paid Benefits Include:Medical - Premera Blue Cross Blue ShieldDental - Delta Dental of WashingtonVision - Northwest Benefit NetworkFlexible Spending Accounts (FSA)HRA Veba (select positions)Life and disability insurance (select positions)Wellness Benefit ProgramInfant at Work ProgramEmployee Assistance ProgramTransportation Program/Transit PassTraining and Career Development ProgramRetirement:Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security.Sheriff's Office Employees are covered under LEOFF2 and PSERS.Deferred Compensation:Deferred Compensation Program 457(b) - Tax Deferred Savings ProgramDeferred Compensation Program 401(a) - Tax Deferred Savings ProgramVacation:Generous Vacation and Paid Sick Leave11 Paid Holidays Annually New Year's DayMartin Luther King, Jr. DayPresident