Office Specialist I

Office Specialist I

The mission of Yakima County Government is to provide accessible, responsive and responsible public service through leadership and teamwork committed to understanding and meeting public needs.

Our Values:

• Integrity
• Common Sense
• Innovation
• Accountability

Position Data:

Office Specialist I-J23-U00-H Regular Non-Exempt (eligible for overtime)

Overview:

Pay Range: $21.29 - $27.00 per hour (Non-Bargaining Pay Plan, B21 Step 1-13) Hiring Range: $21.29 - $22.60 per hour (Non Bargaining Pay Plan, B21 Step 1-4 DOQ) Job Closing Date: September 9, 2026

There is one Office Specialist I opening with the Yakima County Assigned Counsel Office. This position performs specialized legal support services for Yakima County Department of Assigned Counsel operations, in case and court areas as assigned, sorting and analyzing legal/medical documents, reports and statements; initiating and conducting complex researches in various judicial databases; extracting or interpreting appropriate information to identify complex relationships and potential conflicts of interest; sort and enter information into reports and client database systems; make decisions regarding absence of conflicts applying legal and policy guidelines; refer anomalies and issues requiring attorney determination to assignment attorney; prepare summary conflict reports and legal document case assignment; contacts private attorneys concerning appointments to cases within parameters set by supervising attorney and confers on factual and legal issues to obtain agreement to be appointed and prepares court orders to implement appointments. Performs additional duties in support of ongoing cases, files, complaints, and administrative operations with supervisors, attorney staff, clients, public and other law and justice agencies. This position requires a typing test with Test Genius with a minimum of 35 net wpm to be taken online. A testing link will be emailed to you, and these tests must be completed 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

This recruitment may be used to fill future vacancies that occur within 90 days of the closing of this position. (This excludes Yakima County Sheriff's Office and Department of Corrections)

Responsibilities:

Essential Duties:

In area of operations and court cases assigned sorts and analyzes legal/medical documents, reports and statements; initiates and conducts complex searches in various judicial databases; extracts or interprets appropriate information to identify complex relationships and potential conflicts of interest; sorts and enters information into reports and client database systems; makes decisions regarding absence of conflicts applying legal and policy guidelines; refers anomalies and issues requiring attorney determination to assignment attorney; prepares summary conflict reports and legal documents for case assignment; prepares and distributes notices and legal pleadings to implement case assignments and provides telephone notice of attorney assigned to clients calling.

Prepares, opens, and distributes files for office staff attorneys and supervisors.

Input initial and final court docket report information into department's database. Analyze court docket reports and pleadings. Research data to determine client court history and attorney representation in various complex judicial and internal databases.

Implements decisions to assign conflict cases out of office. Identifies and applies appropriate fee agreement and schedule. Solicits private bar participation as an appointed counsel according to established procedures.

Prepares office files to be sent to outside counsel when attorneys are retained or cases are substituted out due to conflicts of interest. Photocopy legal documents, etc. and distribute to various outside and county agencies.

Prepares legal pleadings, orders, client letters, jury instructions and misc. correspondence. Transcribes court proceedings, victim/witness interviews & dictated letters, composes letters. Sets hearings on dockets for attorneys and confirms with other law and justice agencies.

Generates, maintains, calculates and edits various lists and reports in complex databases and/or various software. Prepares statistical reports in area assigned, including Superior Court, District Court and Juvenile BECCA, Family and Offender cases. Creates weekly and monthly reports.

Assist public and clients in person and on telephone, including complaints.

Closes office files, inputs closing data into department's database, and maintains legal filing system, including pending and closed cases. Records files for permanent legal records.

Routinely assists and supports other Office Specialists and Office Technicians in the department in all operational areas in a busy ongoing environment. Performs duties and assignments of other Office Specialists when absent for breaks, annual leave, sick leave, training and/or periods of peak operations. Occasionally performs all functions and tasks of Office Technician as back-up and complete tasks requested on overflow basis. Assists Office Supervisors and Attorney staff as directed. Other activities include: Calendaring events and court hearings/trials in attorney calendars and department database for future court hearings and trials; Scheduling client appointments and interviews; Collate, examine, calendar, and distribute incoming and outgoing legal pleadings, notices for court hearings, and general mail. Communicates and delivers to staff and various agencies; Maintaining and monitoring office systems and administrative functions, including supplies, equipment; Maintain internal lists and notices; and Copying, filing, archiving of files.

Other duties required.

Education and Experience:

High School Diploma or G.E.D. AND three (3) years general office experience OR any combination of experience or training which provides the knowledge, skills and abilities sufficient to successfully perform the essential duties of the job.

Required:

• Successful completion of a keyboarding (typing speed/accuracy test) with a minimum of 35 net w.p.m. at time of application; and,
• Employment offers are contingent upon successful completion of a 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.
• AA is preferred and may substitute for experience.
• Proficiency with Microsoft Word, Outlook, and Excel are preferred.
• Bilingual English/Spanish is preferred.
• High proficiency in typing speed preferred.

Equipment Used:

Tape recorder/transcribers (for transcription), computer and related software/applications; printer, telephone, copy machine, fax machine, calculator/10-key, voice mail, and microfiche.

Working Conditions:

This position is rated as : Sedentary Work: Exerting 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: duties are performed in an office setting and may involve exposure to potentially violent or hostile individuals; confidentiality is a requirement.

Physical Demands: carrying, lifting, pulling, pushing, standing, walking, fingering, crouching, kneeling, talking, and visual acuity.

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:

• The legal system including legal terminology, court rules and procedures;
• Computers and word processing software;
• Roles and responsibilities of the Public Defender and other judicial system departments and agencies;
• Grammar, spelling and punctuation;
• File maintenance techniques;
• Customer service techniques;
• Office practices and procedures;
• Data processing system and methods for input; and,
• Modern office procedures and customer service techniques.

Skills (and abilities):

• Critical thinking sufficient to summarize and interpret legal information;
• Writing business correspondence, drafting, recording or transcribing documents;
• Organization, prioritization and time management;
• Communication of complex and/or sensitive information to a widely diverse population;
• Use of office equipment and computer equipment and software;
• Making responsible decisions in accordance with office policies and state statutes;