Judicial Specialist

Job Title Judicial Specialist Job Description The Judicial Specialist works under the direction of court management to ensure the successful operation of a high-volume Municipal Court serving the city of Federal Way. The Judicial Specialist is accountable for a high degree of specialized and complex responsibilities that are technical in nature. This position is an entry level customer service specialist. Work will consist of front counter and phone customer service assistance. The work requires exceptional attention to detail and applies understanding of legal requirements to communicate a wide variety of information in accordance with laws, rules, court policies and procedures. Work is performed in accordance with local and state rules, professional standards, city ordinances, and state regulations. 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 liability. Essential Duties and Responsibilities Facilitate in-person and virtual court hearings using courtroom operating technology such as Zoom, AV Capture All, OCourt, JIS, JABS, and Laserfiche. Serve as Zoom host, identify participants and facilitate breakout rooms while simultaneously participating in court hearings. Record and document proceedings and process all court documents. Anticipate the needs of the Judge and Counsel to obtain information and prepare documents accordingly. Create court dockets with absolute accuracy, update case disposition sentencing conditions, bench warrants, no contact orders, domestic violence orders, mental health orders, and firearm orders. Schedule court hearings within jurisdictional timeframes and regulate case flow. Assist and accommodate jurors, mark exhibits, and maintain exhibit log for jury trials. Ensure the safety and integrity of the courtroom at all times. Report conviction data, probation violations, record corrections and ignition interlock orders directly into Department of Licensing database in accordance with mandated reporting requirements. 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. Check eligibility for the Interstate Commission for Adult Offender Supervision (ICAOS) and refer relevant cases to Federal Way Probation for processing. 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. 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. 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. Responsible for the timely and accurate processing of court finances 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. 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, and impound filings for multiple jurisdictions requiring the verification of personal identification information. Schedule hearings with counsel and notify all parties related. Set cases within jurisdictional timeframes in accordance with the Washington State Court Rules for various types of hearings including, but not limited to, arraignment, pretrial, trial, review, mitigation, contested, pre-hearing conference, and show cause and motions. Serve as liaison between the court and the public, police, prosecutors, defense counsel, and other City departments and employees; reply to citizens by providing answers to questions and information regarding court procedures; resolve complaints; and make referrals as necessary. may be required to represent the court in related meetings and committees. Process all legal documents received from prosecutor, defense counsel, police department, corrections facility, treatment agencies, probation department, and the public. Take action using the appropriate court procedures mindful of speedy trial and jurisdictional timelines. Provide appropriate correspondence or documentation as set forth by public disclosure law. Verify compliance of all sentencing conditions ordered by the judge. This includes, but is not limited to, 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, parenting treatment, AA meetings, and restitution. Serve as Public Defense screener by interviewing defendant to determine their financial eligibility for a court appointed public attorney based on predetermined financial standards. Review personal financial information provided by defendant and perform mathematical calculations to determine if defendant is eligible according to the State of Washington Poverty Guidelines for Indigent-Defense Screening Process report of sale of vehicles for parking and camera related violations. Transfer liability of the notice of infraction to the new owner both in JIS and Verra Mobility with absolute accuracy. Research and process Penalty disputes and rental agreements provided by car rental companies. Serve as clerk for Federal Way Community Court Coordinator, attend court hearings, provide direction and support to court participants and providers, work with case manager to coordinate/provide referrals, provide statistical information to court management and bench. Schedule and coordinate interpreter services for court proceedings by acting as liaison between the court and interpreter agencies. Process Public Disclosure Requests for court records. Disseminate records in compliance with GR31.1 Access to Administrative Records General Principles. Scan and index all court correspondence and maintain an accurate and complete electronic paperless case management system. Cross-train in all court service areas and 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. Conduct special projects and reports at the request of court management. Recommend procedural changes and systems for use by court employees. Make recommendations to the Municipal Court web page and assist as needed. Actively support the vision, mission, values, and goals of the department and the City. Communicate a wide variety of information to the public regarding court functions and procedures by telephone and at the counter; process documentation for various hearings. Maintain regular, reliable and punctual attendance. Education and Experience Education: High school diploma, or equivalent, supplemented by some college level course work or training in legal secretarial, paralegal support, or court environment; Experience: Three (3) years of general, court related experience working in a district or municipal court Knowledge and Abilities Knowledge of: Courtroom policies, procedures, and practices Statewide Case Management System OCourt, Laserfiche, AV Capture All recording system and all other court specific applications. Criminal Justice System including prosecutor, police, and jail processes as they relate to the court Zoom and other virtual web-based platforms Legal terminology, documents, and procedures relevant to court proceedings. City, County, and State laws, ordinances, regulations, and procedures County and State agencies and offices involved in court-related activities Basic accounting principles and practices of accounting, cashiering and financial record keeping Proper telephone techniques and etiquette Effective interpersonal skills using tact, patience, and courtesy Ability to: Attend and document court proceedings with absolute accuracy Recognize potential danger and take appropriate action to ensure safety and security Recognize the liability and ramifications of the individual work product. Perform complex court-related duties accurately and efficiently Organize, analyze, and coordinate workflow in an effective manner to meet schedules and mandated timelines Work effectively on several projects concurrently; complete work with many interruptions Process a wide variety of legal forms and documents in compliance with