Human Resources

Job Location

County of Chelan Superior Court Clerk's Office 350 Orondo Ave, Suite 501 Wenatchee, WA 98801

Description

Salary: PW07 Steps 2 - 4 $4,091.42 - $4,469.28  Longevity Steps 5 - 8 $4,672.49 - $5,345.15

The position includes a state retirement system, with a deferred comp program available. Health insurance package includes Medical, Dental, and county contributions to a personal health savings account. Includes 11 paid holidays and 1 floating personal holidays along with monthly accrued vacation and sick leave. 

SUMMARY

Responsible for performing a full range of financial and clerical tasks in the office of the County Clerk/Clerk of the Superior Court; exercise independent judgment and decision making within authorized limits.  Perform a wide variety of confidential complex duties, technical data entry, accounting, legal clerical and varied office/court support to assist the public, judges, court commissioners, prosecutors, attorneys and other agencies and contribute to the smooth, efficient continuity of day-to-day operations.  Must have a high level of listening and writing skills. Work involves access to highly confidential information.  These positions require substantial on-the-job training and experience.  Assists and carries out tasks in a court of law by performing the following duties.   

ESSENTIAL DUTIES AND RESPONSIBILITIES includes the following general range of tasks assigned but are not intended to define the limits of required duties. Other duties may be assigned.

• Legal Clerks are given significant discretion, within the scope of the Clerk’s policies and procedures in the performance of their duties. Supervision and guidance are received from the Clerk and/or the management team.  Provide administrative support to four (4) Superior Court departments covering criminal, civil, domestic and juvenile matters which involves a large volume of documents for processing through the Clerk’s office, many of which contain highly confidential information.
• Provide customer service and assist those who have inquires either by telephone or in person on a variety of topics and within the boundaries of Clerk’s policies and procedures in relationship to court cases, filing legal documents, paying fees and/or fines and referring to other applicable agencies or departments. Answer a multi-line telephone. Must research court files and records, retrieve and dispense information requested by officers of the Court and the general public. Determine proper course of action by reviewing for conformity of procedure and form, interpret and implement a variety of fiscal and legal documents submitted to the court. Have the ability to explain procedures or forms.  Act as a liaison with other government officials, consultants, county employees, attorneys, probation officers, law enforcement personnel, lay persons and other court personnel.
• Responsible for determining schedules, calendaring pending cases to be heard by the Judges and Court Commissioners and preparing court calendars on a daily and weekly basis.  Maintain rigid time schedules on a daily basis in regard to court calendars and schedules. Attend court proceedings, prepare the official court record of proceedings, referred to as Clerk’s Minutes reflecting judicial rulings, process and maintain exhibits. Announce the opening of the court proceedings, administer oaths as directed by the Court.  Attends off-site, specialized judicial proceedings at a secure facility.  Control and maintain digital audio recordings, attest, process, and distribute legal documents from court proceedings, including court orders such as a variety of protection orders, restraining orders, a variety of writs and bench warrants.  Review and determine whether or not the legal requirements are adhered to allow execution on a judgment, real and personal property, orders of sale, abstracts, attachments, and writs of garnishment. 
• Responsible for hearing and writing accurate minutes of special set and non-jury trials in all case types. Must be knowledgeable in non-jury trial protocols and procedures to include marking, announcing for identification and securing exhibits, controlling and maintaining the courts audio recording system. Must have the ability to identify the proper security protocols for securing and handling drugs, weapons, bio-hazards and valuables during hearings and take appropriate action to implement those protocols if they are not being met. Multi-tasking by monitoring the handling of exhibits and documents by parties in the courtroom.  Must maintain emotions when viewing graphic and often gruesome photos and electronic media exhibits dealing with children and violent crimes; as well as exhibits that may have strong repulsive odors. As well as remaining detached and unaffected emotionally during hearings.
• Must have an extensive understanding of trial courtroom protocols and procedures involving all types of hearings in addition to jury trials and juries, including but not limited to: Motions in Limine, Voir Dire, peremptory challenges, and jury instructions. At all times exhibit emotionally neutral expression to the jury.  While clerking a jury trial, must conform to the schedule of the court. 
• Responsible for receiving, reviewing, organizing, routing, responding to correspondence and processing criminal, civil, domestic, probate, adoption, paternity and juvenile filings. Verify and validate documents for required information, accuracy and completeness for timely scanning. Review, issue, sign and process bench warrants and subpoenas. Determine requirements, compile, prepare and/or issue various notices and documents, which may include but are not limited to dismissal orders and court calendars. Prepare and maintain confidential files as required by statute or directed by the Court and/or the Clerk. 
• Analyze, process and accurately enter into case management application, complex technical data, recording case activity to include but not limited to court’s orders, judgments, warrants of arrest, abstracts of judgment, writs of execution on both real and personal property.
• Maintain files ensuring that all documentation is filed appropriately and is accessible in hardcopy, electronic and microfilm format. Archive and destroy files pursuant to Washington State retention schedule.
• Be able to train new employees.  Make recommendations for training, planning, directing and evaluating work of new employees. 
• Serve as Passport Agent:  Agents must be approved by the U.S. Department of State under specific criteria and qualifications and are trained to follow procedures and detailed practices by following and upholding legal responsibilities as an Acceptance Agent; accepting and properly allocating only authorized fees as established by the U.S. Department of State; making passport records available to the U.S. Department of State Office of the Inspector General for review, monitoring, audit or investigation; staying current on procedures via training, newsletters, and notices from Passport Services.
• An agent is also responsible for verifying acceptable photographs; able to identify and screen evidence of U.S. citizenship; giving oaths; ensuring that all documents are handled and stored securely and that the applicant’s personal identifiable information is protected; able to identify and notify the agency of suspected fraudulent behavior and/or information; ensures that all materials needed to process the application are correctly submitted and attends mandatory annual training. 
• New incumbents must successfully complete a six (6) month introductory/probationary period. 

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to establish and maintain cooperative, effective, and productive working relationships using tact, patience and courtesy, understand and follow Statutes, State and Local Court Rules governing Clerk’s office operation and maintain confidentially in all work matters.  Proficiency in handling multiple priorities and duties requiring a high level of accuracy and attention to detail, without regular direction.

Ability to deescalate and communicate effectively with all facets of the public including those that are affected by drugs, alcohol, volatile, angry, suicidal, etc. 

Ability to compose clear, effective written explanations of procedures, understand and carry out oral and written instructions, apply guidelines to operational requirements, and disseminate this information to the public.  Work in a fast paced, multi-task environment with constant re-prioritizing while remaining calm in potentially very stressful situations.  Work effectively as a team member in a customer service atmosphere.  Maintain composure and communicate effectively with people who may be upset, confrontational, angry or abusive.  Meet stringent deadlines.

Proficiently operate copier, scanner, and common office equipment, utilize a computer and various software programs to scan, input and retrieve information, prepare reports and correspondence, and perform repetitive tasks for extended periods of time. This position requires proficiency in Microsoft Office programs, SCOMIS, JIS, JABS, OnBase, Odyssey Navigator, BIT, CalReader, CalMaker and designated internet sites.

Appear for scheduled work with regular, reliable and punctual attendance.  Effectively plan and organize work and complete tasks within prescribed timeframes and be able to work over 40 hours in a work week, if required.

EDUCATION and/or EXPERIENCE

Associates degree in judicial, public or business administration or a related field along with 1-2 years of experience in court operations or closely related field; or a combination of legal education,  experience and training that provides the necessary skills to perform the job may substitue for educational requirement. 

Related education and experience may be counted toward the experience guidelines above at the discretion of the Clerk.

SPECIAL REQUIREMENTS

Prior to employment the successful candidate must pass a criminal background check. At time of appointment the successful candidate must possess a valid Washington State Driver’s License and have the ability to fulfill all traveling requirements of this position and meet the qualifications and guidelines of Chelan County in the operation of a motor vehicle on County business. Must be a U.S. citizen or U.S. national to meet Federal passport agency requirements.

LANGUAGE SKILLS

Ability to read and interpret legal documents such as court orders, prepare reports, correspondence and simple instructions, effectively respond to inquiries or complaints from public, state agencies or members of the business community.  Preferred:  Bilingual in English/Spanish. If you speak a second language you may be asked to interpret in the performance of your job duties. 

COMMUNICATION:

Professionally and tactfully communicate with co-workers, public, outside agencies, attorneys and judges both verbally and in writing.  Excellent spelling and handwriting skills. Communicate clearly and succinctly with judges.  Openly communicate with supervisor(s). Able to communicate calmly with people in highly emotional states.

MATHEMATICAL SKILLS

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations; add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals quickly and accurately. 

REASONING ABILITY

Ability to solve practical problems with the flexibility to adapt and respond to changing and sometimes stressful situations; understand and carry out detailed, involved written or oral instructions using common sense.  Ability to deal with problems involving a variety of variables in situations where limited standardization exists; to interpret State Laws, WAC’s and Court Rules; ability to evaluate and understand technical instructions and instructional manuals.

PHYSICAL DEMANDS

The physical demands described here 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 walk, sit, write, hear, speak, reach with hands and arms, stoop, kneel and lift up and or move up to 50 lbs. of unequal weight.  The position requires the employee to stand and/or sit for 8 plus hours per day, 5 days per week. Specific vision abilities required by this job include close vision - vision sufficient to read source materials and computer screen data. The employee must lift and/or move up to 50 pounds occasionally and/or 10 pounds on a regular basis to lift/carry/move objects, files and other material.

WORK ENVIRONMENT 

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job in an office environment, providing service to the public.  The employee has daily direct contact with people who may exhibit aggressive, or hostile behaviors, such as profanity, verbal abuse, and angry outbursts.  The work environment is often hectic and stressful.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.  Work is performed in a stressful, fast-paced office or courtroom environment.  Requires clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately both in-person and on the telephone.  Potentially hazardous conditions may be present when exposed to violent or hostile individuals, including but not limited to MRSA, Hepatitis C and other infectious diseases while in the courtroom.

Additional Information

To apply: Include the following in one document (PDF or Word) 

• Chelan County Application
• Resume 
• Cover Letter 

Email tohuman.resources@co.chelan.wa.us or mail/drop off at address below.

Human Resources
400 Douglas Street, #201
Wenatchee, WA 98801