Senior Judicial Specialist

Under the direction of the Court Administrator, performs a variety of technical, specialized legal clerical and administrative work in support of the operations of the Municipal Court; processes legal documents and manages court records; provides information and customer service to the public within scope of authority; performs in-court clerk duties for the judicial officer during court proceedings; liaison to attorneys and court participants during and in preparation for court hearings; performs accounting functions and maintains accurate data entry in all court software.

Duties require the ability to manage a high-volume and diversified caseload and be extremely organized to meet rigid deadlines with minimal supervision. Strong attention to detail, communication skills, and collaboration are required to prioritize, organize, and complete workload accurately and in a timely manner. Responsibilities have a significant impact on the court's operations and customer satisfaction.

• Assist the Judge in processing court cases including: providing defendant criminal history, incarceration status/location, and sentencing conditions; marking exhibits; processing orders of the court; ensuring readiness for court proceedings including setting-up and troubleshooting video/audio equipment and notifying Public Works and/or IT for assistance/maintenance when needed; staffing the courtroom during session for in-person and remote hearings; maintaining court supplies and forms; and recording proceedings and maintaining recording logs.
• Performs all in-court clerk functions, including but not limited to: verifying all appropriate paperwork has been processed with the Court; maintaining warrant control; performing duties mandated by domestic violence, firearms, and DUI legislature; maintaining FTA control with DOL; arranging timely transport of defendants; and ensuring accurate reporting/records with police agencies, jails, Washington State Patrol, DOL, and other jurisdictions.
• Track court-monitored probation cases and monitor conditions of sentence for compliance; including: corresponding with counsel, outside agencies, probation department, and judge to verify compliance with ordered conditions, set hearings, maintain warrant control, and transmit necessary court orders and documents as needed.
• Answer and direct incoming telephone calls; greet and direct the public. Provide courteous, efficient assistance in responding to or directing questions and requests for information or services.
• Respond to telephone and in person inquiries regarding case status, court dates and fines. Maintain positive public relations in providing information to the public.
• Enter infractions and criminal citations submitted by the police department into case management system and construct new files.
• Schedule court appearances for defendants; prepare and mail notices and enter case information into case management system.
• Perform Jury Coordinator duties such as summon jurors, maintain jury records, and prepare payment records for jurors and coordinates Jurors for jury trials.
• Review case financial history and accurately receipt and balance money received for court fines and fees.
• Perform various accounting tasks to include daily receipting, daily and month-end reconciliation, collections processing, and auditing in compliance with mandated State Auditor Office’s (SAO) requirements and deadlines.
• Keeps accurate and complete records; makes required docket entries; and prepares for issuance of orders of commitment and release, warrants, subpoenas, summons, notices, and other legal documents as ordered by the court.
• Research case status and history to determine correct course of action in accordance with laws, rules, and court policies and procedures.
• Maintain warrant control and FTA processing.
• Maintain and compile statistical data, prepare reports, and perform audits as directed.
• Maintain current knowledge of applicable regulations and laws related to case processing.
• Prepare and maintain records retention schedules and monitor caseloads.
• Process public records requests; includes independent investigation of case history.
• Process, sort, and route documents filed with or received by the Court by mail, fax, or electronically.
• Perform filing of papers, dockets, case filings, and case-related correspondence and maintain court filing system.
• Review and process public defender services applications.
• Secure interpreter and track interpreter assignment ensuring terms of interpreter contract are followed. Process interpreter invoice and audit for accuracy of date, time, and length of assignment for accounting to outside agency/vendor.
• Maintains and enforces confidentiality of work-related issues, client records, and City information; maintains compliance with security procedures and privacy laws, policies, and guidelines; performs related duties as required or assigned.
• Perform functions as assigned with the court’s emergency response plan in the event of an emergency.
• Track and notify Court Administrator of procedural changes and processes that may improve court efficiencies. Support the Court Administrator in the implementation of new policies/procedure; including drafting/updating processes or otherwise as directed.

Education and Experience

Required:

• Two years of college level course work AND three years of Court Clerk/Judicial Specialist experience OR equivalent education/experience;
• Extensive knowledge of court practices, legal requirements, and practices mandated by domestic violence, firearms, and DUI legislature;
• Working knowledge of Adobe, Outlook, Microsoft Word, and Excel;
• Working knowledge of accounting/cash-handling procedures; and
• Judicial Information System (JIS) or similar court management system experience.
• Ability to pass annual CJIS training and required fingerprinting background check.

Preferred:

• Associate degree in Business Administration, Communications, or related field;
• Prior court experience working with DOL, WSP, King & Snohomish County Jails, and outside agencies; and
• Ability to speak more than one language.

Knowledge, Skills, Abilities

Knowledge of:

• Principles and practice of general business management, legal requirements, court processes, and Washington State public records act and public disclosure law;
• Courtroom policy, procedure, and practices, including courtroom demeanor.
• Understanding legal terminology and processing a wide variety of legal forms and documents in compliance with established rules, policy and procedures in compliance with mandated timelines and judicial discretion;
• Applicable City administrative policies and procedures;
• Applicable federal, State, and local laws and regulations affecting the work of the Municipal Court;
• Business letter writing and basic report preparation with proficient spelling and grammatical skills;
• Proficient knowledge of computers and applicable computer software applications;
• Working knowledge of modern administrative office procedures, methods and equipment, including answering phones and front desk coverage.

Skill in:

• Strong organizational, time management, and interpersonal skills;
• Strong customer service skills;
• Strong attention to detail, working in a busy and sometimes stressful environment and changing priorities;
• Using initiative and independent judgment within established guidelines.

Ability to:

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
• Maintain regular, predictable, and reliable and punctual attendance;
• Take direction and track procedure and policy changes and apply to case processing;
• Maintain professionalism while working through unexpected challenges;
• Work independently with a high degree of reliability, accuracy, and productivity;
• Maintain and establish effective and cooperative working relationships with City employees, public and public officers, and other agency staff;
• Conduct oneself in a professional manner as defined by City policy and maintain confidentiality;
• Work well independently and in support of the team;
• Communicate in English clearly, concisely, and effectively, both orally and in writing.

Working Conditions / Physical Requirements

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The duties in this position are performed primarily in an office setting utilizing standard office equipment and in the courtroom with moderate noise levels. Incumbents may be exposed to hostile individuals while in the courtroom setting.

PI284404067