Judicial Operations Clerk

Skagit County; Mount Vernon (WA); On-site; USD 40,000 - 51,000; Full time

Job summary

Skagit County in Mount Vernon, WA seeks a Judicial Operations Clerk to manage court records, calendars, and filings. You will process warrants, judgments, and guardianships, and ensure accurate minute-taking and exhibits in court.

The role requires familiarity with RCW and Civil Rules, strong customer service, and the ability to handle confidential information. Join a county office dedicated to accessible records, cross-agency collaboration, and secure processing of high-liability documents

Qualifications

• Associate degree in criminal justice, paralegal studies, or completion of an accredited legal assistant program.
• Three years of legal clerical work, legal document/record processing, records management, or legal customer service experience preferred.
• Knowledge of legal terminology and court procedures.
• Proficiency in Microsoft Windows and Microsoft Office applications.

Responsibilities

• Sets up all new cases and events and all court documents and pleadings.
• Prepares and issues high-liability documents such as arrest warrants, writs, judgments, and protection orders.
• Prepares court calendars.
• Manages digital records for court review.
• Works with county offices and state agencies to facilitate access to court processes.
• Processes end of day banking reports and balances funds.

Skills

Legal terminology

Court procedures

Money handling procedures

Microsoft Windows

Microsoft Office

Education

Associate degree in criminal justice, paralegal studies, or completion of an accredited legal assistant program

Tools

Odyssey Case Management System

Granicus

Laserfiche

AV Capture

Job description

By statute the clerk represents the public in all court proceedings by appointing deputy clerks to take accurate and complete minutes, administer oaths, and manage exhibits.

The Clerk’s office is highly specialized and serves at the center of court activity, managing a large volume of daily contact with the public. We are charged with ensuring compliance with Washington State laws and state and local court rules & procedures. Provides for the management and processing of Superior Court records, such that a permanent and accessible record is maintained for use by the Court, the parties, and the public. Preserves and protects the interests and purposes of the Court in the timely execution of Court directives.

• Salary upon hire is step 1 through 3 ($29.28/hr. - $31.36/hr.) dependent upon qualifications.
• Progressive increases are based on years of service with Skagit County, up to 8 total steps (top step $37.25/hr.). The Judicial Operations Clerk is Range 12 of the Teamsters (Courts/Parks) salary schedule.

Sets up all new cases and events all court documents and pleadings.

Prepares and issues high liability documents such as arrest and search warrants, writs, judgments, commitments, protection orders, letters testamentary and letters of guardianship.

Prepares court calendars.

Manages digital records so that all files have appropriate documentation and are ready for court review.

Works closely with all county offices and multiple state agencies to facilitate access to court processes and documents.

Creates account receivables and receipts monies received by the Clerk's Office for fines, bail, penalty assessments and fees according to established court procedures. Processes end of day banking reports and balances those funds.

Prepares court abstracts and felony conviction notices and sends to required state agencies. Monitors cases for dismissal, prepares dismissal notices and monitors case disposition for compliance with court orders.

Responsible for tracking and maintaining copy requests and deciphering which documents are public, confidential, restricted, or sealed. Conducts court records searches, disseminates records, and processes statutory fees related to those transactions.

Provides efficient and prompt customer service at the counter and over the phone to include providing status of cases and information regarding court process, forms, and rules to defendants, litigants, public, media, attorneys, and our law and justice partners.

Knowledge of local court rules, legal procedures, and terminology, as well as keeping current with legislative changes affecting Superior Court records is critical.

Trained in all aspects of standard courtroom protocol including demeanor, minutes, exhibits, depositions, and courtroom procedure in any type of hearing, bench, and jury trials in all case categories. Proficient understanding of RCW 36.23.070 and Civil Rule 79 relating to the security and custody of trial exhibit protocols to include numbering/marking, handling of high risk or contaminated exhibits, preparing the exhibit list, handling sealed exhibits, storage. substitution, and destruction.

Responsible for operating and storing all audio recordings on behalf of the court.

Protects the community by processing high-liability documents such as arrest warrants, search warrants, and protection orders. Prepares, issues, and enters various warrants and/or protection orders into the Superior Court statewide computer database. Sends out necessary documents to Law

Enforcement for entry and process in a timely manner.

Assists in developing, recommending, and implementing technical procedures and policies for Deputy Clerks and drafts in house forms, documents, and court orders in coordination with the Chief Deputy.

Collaborates and resolves unique questions and situations and assists co-workers with complex matters.

Serves as an Acceptance Agent for passports for the Department of State. Agents must meet strict requirements and attend a rigorous annual training to participate in this important first step in maintaining national security.

Assists with training co-workers and other duties as assigned.

Supervisory

None.

OTHER JOB FUNCTIONS

May be tasked with performing related duties as assigned that may not be specifically listed in the position description but are within the general occupational series and responsibility level typically associated with the employee’s classification of work.

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical path to obtain the required qualifications would be:

Associate degree in criminal justice, paralegal studies, or completion of an accredited legal assistant program; AND three (3) years of legal clerical work, legal document/record processing work, records management, or legal customer service experience preferred.

Required knowledge of

• Legal terminology and court procedures.
• Money handling procedures.
• Standard clerical and office procedures including grammar, spelling, punctuation.
• Microsoft Windows and Office applications.

Preferred knowledge of

• State laws and state and local court rules.
• The functions and operations of the Superior Court, court proceedings, and legal terminology.
• Docketing, document retrieval and accounting procedures.
• Odyssey Case Management System, Granicus, Laserfiche, & AV Capture.

Requires the ability to

• Apply good judgment, logical and critical thinking.
• Follow verbal and written instructions.
• Work under pressure quickly and accurately.
• Maintain honesty, integrity, and impartiality.
• Handle confidential or privileged information.
• Communicate effectively and tactfully both verbally and in writing.
• Be accountable, accurate, organized, and flexible.
• Work with the public, other departments, and agencies in a helpful and courteous manner.
• Exercise sound judgment and decision making.
• Work effectively in a multi-task environment.
• Work under pressure often with disgruntled, aggressive, or anxious court users that may be due to substance abuse disorders or someone experiencing crisis or mental distress.

Licenses and/or Certifications

Valid Washington State driver's license.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

Work is performed primarily in both an office and courtroom environment. Extended periods of sitting and standing with some bending, twisting, reaching, and lifting.

Hazards

Those present in a normal office environment. Some exposure to offensive or toxic exhibits possible. Exposure to disgruntled, aggressive, or unstable individuals.

ADDITIONAL INFORMATION

Skagit County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.

It is the policy of Skagit County to follow all federal and state laws to ensure non-discrimination in its employment practices.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.