Office Specialist I

Office Specialist I

This position is responsible for performing routine and specialized office support activities involving creating, maintaining, processing, recording, accessing and releasing documents, files and other information which is governed by strict laws, rules and regulations. This position requires a typing test with a minimum of 35 WPM to be taken online. A testing link will be sent to you via email, you must complete the testing within 48 hours of the closing date to be considered further.

Benefits included in position:

• Health Care Benefits (Medical, Dental, Vision, Basic Life and Basic LTD)
• Retirement Benefits
• Paid Vacation
• Paid Holidays
• Paid Sick Leave

Responsibilities:

Performs research in specialized computer systems. Processes bookings and/or new referrals. Prepares packets for prosecutor for filing of charges for court, referral to diversion or the Attorney General's office for filing of dependencies. Creates legal documents as needed by staff for court. Creates, summarizes, edits and/or distributes a variety of complex documents. Creates and maintains complex files and databases such as official records or social case files. Maintains filing system in accordance with established procedures. Interprets, summarizes and records written judicial orders and diversion contracts for case files. Disseminates criminal history and/or highly sensitive information to appropriate personnel.

Contact service providers to schedule treatment appointments. Verifies cost and length of service needed for each referral. Prepare short-term memorandum of agreement. Prepares and mails appointment letters to juveniles and guardians. Enters referral information on databases. Distributes provider treatment reports to appropriate probation staff. Maintains conference room schedules.

Provides quality assurance review of all Risk Assessments for accuracy. Calculates risk scores and updates the department database, runs monthly late reports for supervisors and yearly statistical reports for state grant reporting/auditing.

Transcribes and/or prepare and mail correspondence and legal documents; respond to mail, phone and in-person inquiries. Update departmental database and provide statistical reports for state reporting and auditing purposes. Monitor expiration dates of offender and non-offender juvenile cases and notifies professional staff. Maintain complex offender and non-offender juvenile court files. Update State and departmental databases when cases close. Prepare and mail closure letters. Prepare and mail notice to Department of Licensing (DOL).

Provides assistance to the general public, law and justice and State agencies. Acts as back up to receptionists, answering and directing phone calls to appropriate staff; sorts and distributes mail for all departments located in Juvenile Justice Center. Provides training and assistance to other support staff regarding procedures and policies to ensure compliance with governing laws, rules and regulations and standards.

Reviews records for completeness and accuracy. Coordinate with Administrative Office of the Courts (AOC) to correct juvenile records. Coordinate with other courts/clerks to correct juvenile records. Delete duplicate records from JIS system.

Processes volunteer applications. Arranges/coordinates interviews with program supervisor. Prepares training material for orientation and educational purposes.

Create legal documents as needed for Truancy, At Risk Youth (ARY) and Child in Need of Services (CHINS) cases. Creates, summarizes, edits and/or distributes a variety of documents such as petitions, disposition orders, contempt motions and warrants. Updates State database. Dockets court cases and inform appropriate court staff of upcoming cases or changes in court calendar.

Other duties required.

Education and Experience:

High School Diploma or GED AND three (3) years of specialized or technical training beyond high school; OR any equivalent combination of education and experience which provides knowledge, skills and abilities sufficient to perform the essential duties of the job. Training should lead to a general understanding of legal documents, court procedures and administrative functions.

Required:

• Valid Washington State Driver's License at time of appointment
• Requires successful completion of a keyboarding (typing speed/accuracy test) with a minimum of 35 net w.p.m. at time of application.
• Applicants must be at least 21 years of age at time of appointment.
• Applicants selected for final interviews are required to complete a criminal and abuse/exploitation history disclosure statement pursuant to Chapter 486 laws of 87, Sections 1-5. Criminal arrest history or history of traffic offenses may be disqualifying. Final applicant will be fingerprinted and hired subject to the results of a background investigation and subject to general employment verification.

Preferred:

• Experience related to the law and justice field, such as legal secretary, paralegal or civil or criminal justice work is preferred. Education may substitute for experience.
• Proficiency with Microsoft Word, Access, Excel and Publisher are preferred.

Equipment Used: Computer, calculator, copier, printer, multi-line telephone, fax machine, dictation equipment.

Working Conditions: This position is rated as Sedentary Work, e xerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Environment: Work in locked facility (s), travel, working in multiple locations, and may be exposed to hostile / angry individuals; work outside of standard business hours and locations.

Physical Demands: bending, carrying, handling, lifting, pulling, pushing, reaching, sitting, standing, walking, fingering, crouching, kneeling, hearing, talking, visual acuity, and grasping.

Intellectual Demands: ability to multitask, confidentiality, ability to work under pressure, ability to articulate and communicate information in conversations, ability to follow written instruction, and ability to follow verbal instruction.

Knowledge:

Legal Process, including legal terminology, legal documents, court rules and procedures;

Office practices and procedures

Customer Service techniques

File maintenance techniques

Grammar, spelling and punctuation;

Computers, data processing and word processing software and methods of input;

Roles and responsibilities of the judicial system departments and law enforcement agencies

Skills and abilities:

Ability to perform tasks under deadline pressures;

Critical thinking sufficient to summarize and interpret court rulings, written opinions, legal documents, office policies and state statutes.

Organize and maintain complex case files.

Prioritization and time management;

Effective interpersonal relationship skills;

Communication skills, both oral and written;

Use of computer and office equipment;

Applying customer service techniques;