Judicial Specialist

City-of-Issaqua; Issaquah (WA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical plans

HSA contributions

Dental and vision

Job summary

City of Issaquah seeks a Court Clerk to document criminal, infraction, and ticket cases and support judges during hearings. You will ensure accurate records, timely notices, and proper docket entries in a fast-paced Municipal Court.

You will assist the public navigating the court system, administer calendar duties, and help maintain compliance with court procedures and state regulations.

Qualifications

• Graduation from high school or equivalent.
• Experience with court or legal administration preferred.

Responsibilities

• Enter cases into JIS and manage hearing schedules within deadlines.
• Process traffic infractions, fines, and court documents with accuracy.
• Record proceedings, update schedules, and file paperwork for court sessions.
• Coordinate in-custody calendars and cooperate with parties and agencies.
• Respond to public inquiries and provide accurate information about court processes.

Skills

Office software

JIS Database

Courtroom procedures

Education

High school diploma or equivalent

Tools

Word

Excel

SharePoint

OCourts

Email

Job description

Join our exceptional Court Team, where we enhance lives through public service. This position offers excellent pay and benefits, along with an outstanding work environment.

SUMMARY

Document and maintain detailed, accurate records for criminal, infraction, and photo enforcement cases filed with the Municipal Court. Provide support to the judge and legal parties during court hearings, ensuring the accuracy of the records and all documents in a fast-paced, lean environment. Assist the public who are navigating the court system by providing information and guiding them through the legal process.

DISTINGUISHING CHARACTERISTICS

Work is characterized by a high degree of specialized and confidential responsibilities. It requires the ability to work with minimal supervision and to make independent decisions. Work is performed in accordance with professional standards, City ordinances, and State regulations.

SUPERVISION RECEIVED AND EXERCISED

Reports to the Court Administrator and the Municipal Court Judge under the Judicial Branch of Government.

BENEFITS

In addition to a competitive salary, the City offers the following:

• Medical Plans: Excellent low- and high-deductible options, free for you and low cost to add your whole family.
• HSA Contributions: Employer contributions for high-deductible plans are $3,350 for individuals and $6,650 for families.
• Dental and Vision: 100% employer-paid coverage
• Time Off: Generous vacation and sick time, and 14 paid holidays.
• Retirement: Participation in the DRS retirement plan with employer contributions.
• Deferred Compensation: $200/month match into a 457b deferred compensation plan.
• And More!

EQUITY STATEMENT

The City of Issaquah strives to be a diverse workforce that is representative of the community we serve. We value a variety of perspectives and life experiences and encourage people of all backgrounds to apply. Applicants are considered for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status under federal, state and local laws. We believe diversity and inclusion among our teammates is critical to the success of our City operations.

This position posting will establish an eligibility list for 6 months to fill future vacancies for this position.

• Enter all cases (criminal citations, traffic infractions, and parking tickets) into the Judicial Information System (JIS), which requires verifying personal identification information. Set cases within jurisdictional time frames for various types of hearings, including arraignment, pretrial, trial, review, mitigation, contested, show cause, and motions. Resolve conflicts and special circumstances. Issue appropriate notices, summons, and subpoenas for all hearings.

• Process all traffic infractions, photo enforcement, and parking tickets. Receive documents and refer to the judge for a ruling. Document rulings in JIS with absolute accuracy. Create accounts receivable, monitor payment plans. Send the ruling and payment information to the defendants via US Mail or email.
• Process all paperwork received from the prosecutor, defense counsel, police department, correction facility, treatment agencies, defendants, and the public. Research the case and problem-solve to determine the appropriate action to be taken. Use the appropriate court procedures, being mindful of all legal requirements, speedy trial, and jurisdictional timelines. Make all accurate and appropriate docket entries.
• Serve as in-Court Clerk while the court is in session. Record and document proceedings. Maintain recording equipment, mark exhibits, process all court-generated paperwork, and make required docket entries with absolute accuracy for every case discussed on the record. Update the Department of Licensing and/or Washington State Patrol on conviction information.
• Prepare courtroom calendars and case files for all court sessions and ensure appropriate documentation is in the file. Ensure readiness for court proceedings. Monitor incoming and outgoing correspondence regularly to ensure fast and accurate distribution of records.
• Prioritize, organize, and prepare in-custody calendar. Process all related paperwork, set court hearings, and notify all parties. Coordinate in custody transports from other jurisdictions to Issaquah Jail Facility and/or Municipal Court and notify all parties involved.
• Order mental health evaluations with Western State monitoring the case to ensure timely hearings. Communicate with jail facilities, attorneys, prosecutors, and defendants to ensure accurate information for evaluations.
• Maintain warrant control, which includes issuing, recalling, processing, and purging warrants. Maintain Failure to Appear (FTA) control, which includes order, issue, adjudicate, and purge as appropriate. Ensure all defendants who are booked on warrants or post bail have their warrants cleared to ensure accurate records with appropriate police agencies. Process bail and bail bonds associated with warrants and in-custody matters.
• Serve as Juror coordinator, mailing out jury summons, updating jury hotline, providing direction and assistance with forms, and monitoring attendance.
• Assist the Probation Officer with supervised probation cases. Enter all cases into the probation database. Set up files, scan and attach all documents, treatment reports, and probation-related correspondence. Review documents for accuracy and bring any concerns to the attention of the Probation Officer. Schedule all intakes and office visits and ensure necessary paperwork is complete.
• Review, monitor, and evaluate all court-monitored probation cases to assist the Judge in determining the action to be taken on suspended or deferred sentences. Review cases for compliance, take appropriate action per court procedures, and make all necessary docket entries. Docket all treatment-related documents and review for accuracy. Order and process the jurisdiction report to make sure cases are addressed timely and in accordance with the law.
• Process all incoming monies (fines, penalties, and bail) by receipting in JIS. Create accounts receivable and set payment agreements in accordance with court procedures and jurisdiction. Monitor payments and take appropriate action for delinquent accounts in accordance with court procedures. Contact collection agency when appropriate to assign or remove cases.
• Complete end-of-day accounting and prepare deposit for the Finance Department.
• Process monthly reports as required by AOC to ensure accountability of the JIS Database.
• Respond to public records requests in accordance with the local government records retention schedule.
• Assist the general public via phone and in person. Communicate a wide variety of information regarding court functions and procedures. Document all relevant communications in the JIS Database. Remain current with relevant technological advancements as it relates to the field.
• Perform other related duties as assigned.

• Graduation from high school or equivalent.
• Three years of increasingly responsible clerical experience in a district or municipal court, legal department or office, law enforcement, or a closely related field. Prior experience working in a district or municipal court is preferred.
• Or any combination that would likely provide the required knowledge, skills, and abilities.
• Successful passing of a required background check and national fingerprint-based records check.

Knowledge of:

• Courts of Limited Jurisdiction legal procedure and jurisdictional time frames.
• Courtroom policy, procedure, and practices, including courtroom demeanor.
• Legal forms, documents, and terminology.
• City, County, and State ordinances and regulations.
• Record-keeping practices and retention timelines.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.

Skill in:

• Using computers and applicable software programs, including Word, Excel, SharePoint, OCourts, and electronic mail.
• JIS Database – including JABS, ETP, and BITSpillman.
• Enterprise Justice.
• Diffusing irate or combative individuals.

Ability to:

• Communicate a wide variety of information to the public regarding court functions and procedures, both verbally and in writing. Recognize potential danger and take appropriate action to ensure safety and security.
• Attend assigned court proceedings and document proceedings with absolute accuracy.
• Perform a wide variety of complex and responsible court-related clerical duties accurately and efficiently.
• Work effectively with defendants and the public and provide information regarding court cases and procedures.
• Use exceptional customer service while interacting with others by using tact, patience, and courtesy.
• Effectively communicate with and work with people of diverse social, cultural, ethnic, and lifestyle backgrounds.
• Maintain records and prepare reports.
• Type at an acceptable rate of speed.
• Establish and maintain cooperative and effective working relationships with others.
• Work independently with little direction.
• Add, subtract, multiply, and divide quickly and accurately.
• Complete work with many interruptions.
• Prioritize work and meet deadlines.

Working Conditions

Work is performed primarily in an office or courtroom environment. While performing the duties of this job, the employee may be exposed to individuals who are irate, disgruntled, hostile, and/or mentally ill or using alcohol/drugs. Sitting or standing is required for extended periods. May occasionally lift or move items weighing up to 25 pounds.