Chief Deputy Clerk

San Juan County (WA); Friday Harbor (WA); On-site; USD 90,000 - 120,000; Full time

Job summary

San Juan County is seeking a Chief Deputy Clerk to lead the Clerk’s Office in Friday Harbor. The role oversees Legal Specialists, ensures accurate court records management, and enforces statutory requirements while guiding staff through procedures and technology systems.

The position requires a Bachelor’s degree in a related field and seven years of progressively responsible office management experience in a legal environment, plus strong leadership and analytical skills.

Qualifications

• Bachelor’s degree in business, public administration, accounting, or related field; seven years of progressively responsible office management experience in a legal environment, or any combination of education and experience.

Responsibilities

• Provide training, guidance, and operational support to Legal Specialists; ensure accurate maintenance of Superior Court records.
• Oversee staff to ensure compliance with statutes, procedures, and retention schedules; review work and coach as needed.
• Participate in recruitment, hiring, and performance evaluations; advise County Clerk on staff matters.
• Develop and implement long-range plans and office procedures; represent the Clerk’s Office in interdepartmental meetings.
• Coordinate specialized Clerk’s Office software and troubleshoot system issues.

Skills

Leadership & supervision

Staff training

Procedural compliance

Records management

Education

Bachelor's degree in business/public administration/accounting

Tools

Microsoft Office

Court/County software

Job description

San Juan County is excited to invite candidates to apply for our Chief Deputy Clerk position.

Supervisory/Managerial

1. Provides training, guidance, and operational support to Legal Specialists, serving as the primary resource for office procedures, customer service, case management, courtroom operations, and technology systems while ensuring consistent application of standards and practices.
2. Provides day-to-day direction and oversight of Legal Specialists to ensure accurate and timely maintenance of Superior Court legal and financial records.
3. Ensures staff adherence to applicable statutes, County Clerk procedures, Administrative Office of the Courts requirements, State Auditor standards and State Archivist retention schedules.
4. Reviews and audits staff work for accuracy and procedural compliance, providing coaching or corrective guidance as needed.
5. Participates in recruitment, hiring, performance evaluations, and related personnel actions; advises the County Clerk on staff performance matters and may resolve employee grievances within assigned authority.
6. Assists the County Clerk in developing and implementing long-range plans, program improvements, and operational objectives; represents the Clerk’s Office in meetings with other departments or agencies as assigned.
7. Conducts legal and procedural research and develops, updates, and maintains office procedures, manuals, and documentation to ensure compliance with legislative changes and best practices.
8. Consults with the Prosecutor’s Office, Administrative Office of the Courts, and other County Clerks to ensure accuracy and compliance;
9. Serves as the primary coordinator for specialized Clerk’s Office software; provides first-level troubleshooting and works with AOC and County IT to resolve system issues
10. Prepares legal documents in an ex-officio capacity as permitted by law.
11. Oversees office operations in the absence of the County Clerk and may support the Superior Court with statistical analysis related to case management compliance.

Customer Service

1. Provides impartial assistance to the public, attorneys, and court partners, ensuring access to court records and services while supporting all customer service functions of the Clerk's Office.
2. Works in emotionally charged situations i.e.: verbal altercations between adversaries in litigation, with emotional domestic violence victims and dissolution parties.
3. Supports and can perform all principal duties of Legal Specialists.

Financial

1. Responsible for all accounting functions, including balancing and reconciliation of accounts; preparing and justifying numerous accounting reports and maintaining records in compliance with State Auditor requirements.
2. Administers the Court Registry Trust account including receipting and disbursements of financial obligations, trusts payments, judgments payments, and adjustments. Makes disbursements in compliance with court orders and generally accepted accounting practices. Calculates funds available for investments and determines length of investment period and manages same. May prepare disbursement check to Treasurer. May complete payroll.
3. Manages annual escheatment processes and various billing processes including subscription services offered by the office.
4. Acting within the scope of their responsibilities, work as a public employee and municipal officer with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52
5. Perform other related duties as assigned.

Bachelor’s degree in business, public administration, accounting, or related field and seven years of progressively responsible office management experience in a legal environment, or any combination of education and experience that would provide the applicant with the desired knowledge, skills, and abilities to perform the required job.

Special Requirements

Must be a U.S. citizen, be bondable, qualify for a notary public license, and have a valid Washington State driver’s license.

• Comprehensive Legal and Regulatory Knowledge: Demonstrated understanding of relevant RCWs, WACs, State Court Rules, and Local Court Rules, and the ability to apply these requirements accurately in all operational and administrative functions.
• Operational Expertise in Court and Clerk Functions: Knowledge of legal processes including case and records management, exhibit control, passport processing, jury administration, and compliance with legal document standards.
• Leadership and Supervisory Capability: Proven ability to supervise, train, evaluate, and support staff while fostering accountability, teamwork, morale, and professional development. Adept at managing change, resolving issues, and guiding staff through complex or evolving procedures.
• Strategic and Analytical Skills: Ability to assess operational needs, analyze information, evaluate alternatives, and implement solutions consistent with departmental goals and legal requirements. Demonstrated capacity to exercise sound independent judgment and discretion, including the handling of confidential or sensitive information.
• Communication Skills: Ability to communicate clearly, concisely, and professionally in both written and verbal formats. Skilled in explaining technical, legal, and procedural information in plain language to diverse audiences, including the public, court partners, and internal staff.
• Interpersonal and Relationship-Building Skills: Ability to establish and maintain effective working relationships with peers, external agencies, public officials, vendors, and the general public through the use of tact, courtesy, and discretion.
• Technical Proficiency: Proficient in data entry and Microsoft Office applications, with the ability to learn and adapt to specialized court and county software systems to improve workflow efficiency.
• Organizational and Time-Management Skills: Ability to independently plan, prioritize, and manage multiple tasks and competing deadlines while maintaining accuracy and professionalism in a fast-paced environment.
• Professional Conduct and Composure: Ability to maintain a calm, impartial, and professional demeanor when assisting individuals experiencing emotional distress or during situations requiring heightened sensitivity and discretion.

PHYSICAL AND MENTAL REQUIREMENTS

• Must be able to receive and understand written and oral instructions or communication and to give verbal and written instructions.
• Requires sitting, occasionally for long periods of time, standing, and walking with occasional lifting of objects up to twenty-five pounds.
• Requires continuous hand and finger movement, ability to see computer screens; must be able to speak to and communicate individuals and before groups.
• Must be able to read and understand legal terminology and apply to daily work. Must be able to assist the public with legal processes when allowed by law, without giving legal advice.

WORKING CONDITIONS

Works primarily in an office environment although some travel to other locations may be required by boat or by air, including for field operations, which may involve inclement weather conditions.Occasionally requires overnight travel for training. Exposure to hostile clients with referral to security officer. Handle hazardous materials and observe emotional and graphic testimonies from victims, their relatives, or others. Work is often performed under pressure with frequent interruptions.