What are the responsibilities and job description for the Office Specialist - Office of Public Defense position at Cowlitz County, WA?
General Position Summary
This position serves as liaison between all office staff and the public. This employee is primarily responsible for reception and department phones, and largely serves as clerical support to the rest of the Office of Public Defense Attorney’s divisions’ staff. This position supports the Office of Public Defense professional and administrative staff by providing clerical, reception, and secretarial support work, in order to maintain the department’s efficiency and service expectations.
This position is open through March 31st, 2026.
This position requires applicants to pass a test – NCRC Work Keys – no later than April 04/03/2026. See below for more information.
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
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 : www.registerblast.com/lowercolumbia or call the Testing Center directly at 360-442-2353
Essential Duties and Responsibilities
- Prepare daily dockets and collaboration with the District Court Office. Prepare daily dockets and weekly trial calendars.
- Develop office routines, procedures and systems as necessary.
- Compose letters, responses, reports, memoranda and other official documents from dictation, verbal instructions, notes or on own initiative.
- Schedule appointments, special hearings, court appearances, interviews and meetings by notifying participants and preparing the necessary paperwork and/or files.
- Create and maintain timely and accurate files and records.
- Receive and process all incoming mail and prepare appropriate responses.
- Perform a wide range of other clerical duties to support the operations and administration of criminal cases and department’s functions including copying, faxing, assisting in preparing reports or special projects, setting up appointments or maintaining schedules for the staff. Extensive customer service activities related to cases and the office.
- Attend and participate in staff meetings. Contribute ideas to enhance/improve the department and secretarial activities.
- Attend and participate in employer sponsored training and seminars. Ongoing pursuit to upgrade skills and stay up-to-date with applicable legal changes. Share/communicate information/knowledge that will benefit the department.
- Ensure that databases and resource materials stay current in all matters of law, procedural requirements, documents and forms.
- Act as a confidential secretary, performing advance secretarial duties.
- Maintain communication with the department, keeping them appraised of all developments relating to matters of concern.
- Coordinate the paper flow process with the courts and other criminal justice departments or agencies for assigned cases.
- Perform other duties and projects as assigned.
Minimum Qualifications
- High School diploma or equivalent GED.
- 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 or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam.
- One (1) year of experience in performing general clerical duties including office reception, customer service, preparing general correspondence and documents, and records management. Experience must include clerical work with personal computer applications including word processing, database and spreadsheets
- Possess and maintain a valid driver’s license.
Required Skills and Abilities
- Interpersonal and customer service skills to attend and deal courteously with the public, county employees and agencies requiring services. Develop and maintain good working relationships with staff, other county employees, local/regional/state agencies, court staff, prosecuting attorneys and their staff.
- Effectively work in a cooperative and multi-task work environment; work under date and time line requirements.
- Communicate effectively orally and in writing in a professional business-like level. Maintain a professional appearance.
- Exercise loyalty to the department, discretion over sensitive or confidential issues related to cases and department’s business.
- Effectively handle the exposure to difficult and unpleasant matters when dealing with cases and evidence.
- Work well in a collaborative, as well as individual, work environment. Foresee needs and be pro-active in addressing them.
- Skilled in time and task management in order to multi-task and work with frequent interruptions and while meeting date and timelines.
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.
Salary : $90