Judicial Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Facilitate in-person and virtual court hearings using courtroom operating technology such as Zoom, AV CaptureAll, 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 Kent 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, HIV test, 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 secondary DUI Court Coordinator, attend weekly staffing and court hearings, process homework, probation violations, and maintaining supplies. Attend all required National DUI Court team foundational training.

Serve as secondary Kent Community Court Coordinator, attend monthly meetings and 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.

PERIPHERAL DUTIES:

Perform other related duties as assigned.

KNOWLEDGE, SKILLS, 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

• Nationally recognized DUI Court principles and best practices

• 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

SKILLED IN:

• Modern office practices, procedures, and equipment including personal computers related to software such as applicable software programs, including Excel, Word and Outlook

• Working with numbers and performing mathematical calculations quickly and accurately

• Records management

• Correct English usage, grammar, spelling, punctuation, and vocabulary as it pertains to the job

• Effectively using interpersonal skills in sometimes hostile situations 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 established procedures, mandated timelines, and judicial discretion

• Work effectively with defendants and the public and provide appropriate and accurate information

• Effectively communicate with and work with a culturally, ethnically, and socio-economically diverse population who may require assistance.

• Maintain professional composure while interacting with emotionally distraught, irate, and combative individuals, recognize potential danger and take appropriate action to ensure safety and security.

• Communicate effectively both orally and in writing

• Read, interpret, apply, and explain rules, regulations, policies, and procedures

• Maintain court records and comply with public disclosure laws.

• Perform basic math calculations with speed and accuracy

• Use proper telephone etiquette and techniques to appropriately assist a diverse assortment of inquiries and persons

• Establish and maintain cooperative and effective working relationship with all court contacts.

• Maintain confidentiality and tact in dealing with the public and comply with the required confidentiality oath and judicial code of ethics

SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:

Education: High school diploma, or equivalent, supplemented by some college level course work or training in legal secretarial, paralegal support, or court environment; and

Experience: Three (3) years of general, court related experience working in a district or municipal court.

LICENSES AND OTHER REQUIREMENTS:

• File an Oath of Confidentiality with the State of Washington Administrative Office of the Courts

• Must successfully pass a position specific background inquiry

MACHINES, TOOLS, AND EQUIPMENT USED:

Typical business office machinery and equipment including, but not limited to, personal computer, word processing software, printer, copy machine, fax machine, calculator, and multiline telephone.

PHYSICAL DEMANDS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use arms, hands, and fingers to reach, handle, feel, or operate objects, materials, tools, equipment, or controls; frequently required to sit, stand, walk, hear, and talk normally with or without mechanical assistance; and occasionally required to lift in excess of 35 pounds.

Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.

WORKING CONDITIONS:

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work is performed in a typical office environment with moderate noise level and numerous interruptions. The employee may be contacted by disgruntled and hostile customers, requiring conflict-management skills. Employees in this classification may be required to work varying shifts including nights and weekends as assigned by management.