Job Description

General Position Summary: This position performs a variety of technical clerical work to support the functions of the District Court and its administrative office and assists the Judges in the execution of judicial duties. It provides customer service to the public, legal community, and state and local government agencies.

This position requires applicants to pass a test – NCRC Work Keys – no later than 06/12/2024.

• Clerical Exam:

Applicant must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys – National Career Readiness Test (NCRC) or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam.

Cowlitz County has partnered with Lower Columbia College (LCC) in Longview, WA, to facilitate the testing process. Test scores are good for 5 years.

Test Cost is $90.00

LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday and closed on LCC observed holidays.

Testing is available by appointment only.

Applicants must take the NCRC tests no later than 3 business days after the job announcement closes.

To schedule testing, individuals can register at : or call the Testing Center directly at 360-442-2353

Benefits Information:

Cowlitz County offers a generous benefits package which includes:

• Medical/Dental/Vision (includes dependent coverage)
• VEBA/Health Retirement Account for those who qualify
• Retirement through Washington State Public Employees Retirement System
• Life Insurance
• Deferred Compensation plans available (457b)
• Vacation, Bonus and Leave Days Paid
• 11 Paid Holidays
• Reasonable work hours

The County

Cowlitz County is a great place to live and work. Located along the Columbia River less than an hour from the Cascade Mountains and the Pacific Ocean, Cowlitz County provides an abundance of outdoor recreational opportunities and easy access to the Arts. The I-5 corridor runs right through Cowlitz County providing quick access to the Vancouver, Washington and Portland, Oregon metropolitan areas.

Job Duties

NOTE: The duties of Court Specialist are divided and assigned distinctively to different individuals on a permanent basis or rotated among Court Specialists as assigned by the Administrator, and as cross-training permits it. They will assist each other as needed or assigned in order to fulfill the responsibilities and services of the District Court Office.

General Duties and Responsibilities of all Court Specialists:

• Adhere to the Model Code of Conduct for Court Employees.
• Provide accurate information and assistance to all levels of court customers, including attorneys, prosecutors, outside law enforcement agencies, defendants, victims, state agencies, etc. This may be either in person at the front counter or through answering of phones, correspondence, faxes and e-mail.
• Enter new case information into JIS (Judicial Information System) and any other applicable systems.
• Scan and accurately index incoming documents.
• Maintain, update, secure, sort, route and archive all case records filed with Cowlitz County District Court. Retrieve archived files and tickets from physical or electronic storage.
• File alphabetically, numerically, and by date.
• Prepare courtroom and jury room for daily dockets and trials. Keeping all supplies well stocked.
• Staff courtroom during sessions, record all proceedings, mark exhibits, and process orders of the court.
• Provide clerical support to the Judge before, during, and after court sessions. Act as a liaison between judges and parties.
• Schedule, coordinate and assist jurors
• Run, edit, and review reports and notices.
• Receive payment of court fines, filing fees, and bail; record and receipt payments accurately according to established court procedures.
• Assistant customers with passport application process.
• Arrange and schedule interpreters.
• Prepare legal documents associated with processing citations, warrants, subpoenas, and other legal documents.
• Attend and participate in staff meetings. Discuss recommendations to improve own work process and the overall department’s performance. Attend county-sponsored training and seminars, including mandated courses. Stay up to date on knowledge and skills required.
• Perform other duties or projects as assigned by the Administrative Assistant, Administrator and Judges, including training new staff and cross-training other clerks.

Qualifications

Minimum Qualifications:

• High School diploma or equivalent, with business administration related college courses.
• Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys – National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate.
• Knowledge and experience in the use and operation of personal computers with word processing, spreadsheet and database software. Skilled in high volume data entry requiring high degrees of accuracy. Experience with standard office equipment.
• Two (2) years of experience in a clerical capacity with strong customer service and high-volume of records management.
• Possess and maintain a valid driver’s license. Must be bondable.

Supplemental Information

Required Skills and Abilities:

• Cash handling skills to perform accurate receipting, cash counting, and balancing receipts.
• Develop and maintain good working relations with other county employees, other agencies, lawyers and law enforcement agents. Good interpersonal and customer service skills to courteously deal with the public and other departments/agencies requiring services, including adequately and tactfully handle difficult situations with customers and the public.
• Work well independently as well as in a teamwork and cooperative environment.
• Manage and perform work in a multi-task environment, be organized in order to complete work under date/time deadlines, and able to manage work-related stress.
• Communicate effectively orally and in writing, in a professional business-like manner. Maintain a professional appearance.
• Exercise discretion over sensitive and confidential issues related to the department, the courts and their business.
• Maintain high standards of accuracy, ethics and efficiency in handling money transactions and trust accounts.

Cowlitz County offers a competitive benefits package for Full-Time employees, including:

• Health Insurance: Variety of Medical, dental, life, vision, and prescription insurance for employee and family. Employees who are covered under another person's medical plan have the option of an HRA (Health Retirement Account) in lieu of medical insurance. HSA and FSA plans are also available, depending on eligibility.
• 11 Paid holidays, vacation, and sick leave.
• Retirement: All full-time employees must participate in a Washington State Retirement Services plan, and may participate in a Deferred Compensation Plan, if desired.
• Employee Assistance Program employees and family members for help with personal or family issues.
• Group Life Insurance: Basic life and Accident insurance is provided to employee, with additional insurance available to purchase.