Judicial Specialist

About the role

The Judicial Specialist supports the operations of the Municipal Court under the direction of the Court Administrator. Key responsibilities include providing assistance to the public, processing legal documents, managing court records, performing accounting functions, and maintaining accurate data entry in all court software.

Responsibilities

• 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.
• Keep accurate and complete records; make required docket entries; and prepare for issuance of orders of commitment and release, warrants, subpoenas, summons, notices, and other legal documents as ordered by the court.
• 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.
• 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.
• Aid the Judge in processing court cases including: providing case history; marking exhibits and 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; recording proceedings and maintaining recording logs, and ensuring accurate reporting/records with DOL and other agencies.
• Maintain and enforce confidentiality of work-related issues, client records, and City information; maintain compliance with security procedures and privacy laws, policies, and guidelines; perform related duties as required or assigned.
• Perform functions as assigned with the court’s emergency response plan in the event of an emergency.

Requirements

• Highschool diploma or equivalent AND at least one year of administrative/clerical office experience that includes providing a high level of customer service OR equivalent education/experience.
• Ability to pass annual CJIS training and required fingerprinting background check.

Qualifications

• Associate degree in Business Administration, Communications, or related field preferred.
• At least two years administrative/clerical office experience preferred.
• Prior experience working in a court setting preferred.
• Judicial Information System (JIS) or similar court management system experience preferred.

Skills

• 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.

Knowledge

• Principles and practice of general business management, legal requirements, court processes, and Washington State public records act and public disclosure law.
• 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, including specific knowledge of Microsoft Word and Outlook.
• Modern administrative office procedures, methods and equipment, including answering phones and front desk coverage.

Benefits

The City provides benefit eligible employees the following:

• medical
• dental
• vision
• life insurance
• long-term disability (LTD)
• employee assistance program (EAP)
• HRA/HSA/FSA
• enrollment in Washington State's DRS PERS plan
• 401(a) retirement plan (social security replacement plan)
• an optional 457 deferred compensation plan (DCP).