Judicial Specialist

City of Shelton; Shelton (WA); On-site; USD 42,000 - 63,000; Full time

Job summary

City of Shelton is seeking a Court Clerk for the Shelton Municipal Court to manage technical recordkeeping and complex court procedures. You will be the primary contact for the public, process all court documents, and ensure accurate docket entries while handling confidential information.

Responsibilities include calendar management, scheduling, recording court proceedings, running equipment, and assisting jurors.

Qualifications

• High school diploma or equivalent required; some college coursework or legal environment training preferred.
• Prefer two years of general court-related experience; ability to work with confidential information and under stressful conditions.

Responsibilities

• Prioritize and manage court calendars; file appropriate documents and notify parties of hearings.
• Serve as the primary contact for the Court, answer inquiries, and assist public, attorneys, and law enforcement.
• Record proceedings, process orders and continuance requests, and manage docket entries.
• Handle cash receipts, reconcile payments, and balance cash drawer daily.
• Enter cases into the statewide court system and maintain accurate filing systems.

Skills

Customer service

Communication

Attention to detail

Education

High school diploma or equivalent

Some college coursework or training in legal environment

Tools

Microsoft Office

Outlook

Excel

Job description

Under the direction of the Court Administrator and the presiding Judge, the incumbent is a Judicial Branch employee responsible for performing various technical recordkeeping and complex Court procedures in the Shelton Municipal Court.

This position is within a collective bargaining unit.

This position requires substantial knowledge of all court and office procedures, rules, and authority, as well as the ability to handle frequent interruptions during the daily work of the court and office. This position is the primary initial point of contact for customers of the Court and is responsible for opening and closing the Court daily. The incumbent will be able to work effectively with minimal supervision, handle confidential information, and respond appropriately under stressful conditions; prepare and process all documentation for court cases; and provide appropriate court-related information to the public. Work is characterized by a high degree of specialized and confidential responsibilities and performed in accordance with professional standards, City ordinances, and state and federal law and policies established by the Presiding Judge and Court Administrator. Duties may include, but are not limited to, verifying the accuracy and completeness of legal forms, assisting the public including attorneys, law enforcement and community agencies by answering inquiries, explaining procedures, and complex requirements of the judicial process; assisting in the selection of appropriate mandatory forms required to proceed in Court; receiving and receipting legal financial obligations, bail, Court fines, and fees, and ensuring monies are recorded per statutes; expediting all files and documents for hearings. The Court administrator defines objectives, priorities, and deadlines, and assists the incumbent with unusual situations that do not have clear objectives or precedents. The incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures, and/or accepted practices.

ESSENTIAL FUNCTIONS:

• Prioritize and prepare all Court calendars. Verify that all appropriate paperwork, such as new charging documents and warrants, has been filed with the Court; process related Court documents, schedule hearings, and notify all parties of upcoming Court proceedings.
• Arrange and schedule interpreters and Pro Tempore Judges for hearings.

• Research and identify all defendants in custody status; coordinate in‑custody transports to and from the Municipal Court with the police department when needed; notify all parties involved.
• Serve as the Clerk while Court is in session in the Courtroom, accurately record, and document proceedings; mark exhibits and make required docket entries; process all Court‑generated orders and continuance requests; respond to questions in a Courtroom environment; assist and accommodate jurors during jury trials, proficiently run recording equipment; send out subpoenas when necessary; and ensure all defendants were given notice before their court hearing.
• Provide appropriate signed Court documents to the City Prosecutor for Western State Hospital for Mental Health Competency Evaluations as ordered by the court.
• Process requests for infraction hearings, schedule hearings, assist customers with phone and in‑person questions, and tell them they can seek legal advice.
• Use Department of Licensing web forms to report pretrial ignition interlock requirements, record corrections, the ineligibility to possess firearms, and conviction information to the Department of Licensing while adhering to strict legal deadlines.
• Maintain warrant and Failure to Appear (FTA) control, including, but not limited to, ordering, issuing, recalling, adjudicating, processing, and quashing to limit Court liability.
• Complete weekly reviews of probation cases to determine compliance and non‑compliance with court‑ordered conditions (pre‑trial and post‑resolution), set a subsequent review hearing if needed; receive and evaluate reports from treatment agencies, take appropriate action per Court procedures, review defendant's case history to determine if new charges have occurred, and make all necessary docket entries. Notify the prosecutor by email of any violations that are found.
• Responsible for large sums of cash daily; accurately receive, input, and reconcile payments for accounts receivable, and balance cash drawer at the end of the day; make accounts receivable corrections when ordered by the Court.
• Create accounts receivable and set payment agreements in accordance with Court procedures. Monitor payments and take appropriate action for delinquent accounts in accordance with Court procedures. Communicate with the collection agency when appropriate to assign or remove cases.
• Enter all cases (criminal citations, traffic infractions, parking tickets, and orders) into the Statewide Court computer system, and verify all personal identification information per court rules.
• Schedule court hearings and notify all parties related. Set cases within jurisdictional timeframes in accordance with the Washington State Court Rules for various types of hearings, including, but not limited to, arraignment, pretrial, trial, review, mitigation, contested, show cause, and motions.
• Process civil documents for vehicle impound, animal, and City ordinance violation hearings.
• Serve as a customer service liaison between the Court and the public, police, prosecutors, defense counsel, and direct people to other City departments and employees as needed; reply to citizens by providing answers to questions and information regarding Court procedures; resolve complaints; and make appropriate referrals as necessary.
• Process all legal documents received from the prosecutor, defense counsel, police department, corrections facilities, treatment agencies, and the public.
• Use appropriate court procedures and be mindful of speedy trial and jurisdictional timelines.
• Provide appropriate correspondence or documentation as set forth by public disclosure law.
• Order and prepare tracking reports to verify compliance with all sentencing conditions ordered by the judge. This includes, but is not limited to, evaluating the defendant's criminal history for new law violations, confirming compliance with conditions such as alcohol, drug, domestic violence, and mental health treatment and evaluations, DUI victim’s panel, Alcohol/Drug Information School, AA type meetings, Work Crew, and restitution.
• Process correspondence from defendants, including identifying the issue, researching the request, referring to the judge, and responding to the defendant if needed.
• Prepare Courtroom calendars and case files for Court sessions; ensure appropriate documentation is in the file; forward calendars to the prosecutor, defense counsel, interpreters, and judge.
• Provide appropriate correspondence or documentation as set forth by public disclosure law.
• Maintain an accurate, up‑to‑date, complete filing system for all criminal files.
• Process record requests, paying close attention to deadlines.

• Actively support the vision, mission, values, and goals of the Municipal Court.
• Complete compliance with all court‑adopted City policies.
• Perform other related duties as assigned.
• Assisting in the training of new court employees when needed.

Education

• High school diploma or equivalent, supplemented by some college‑level course work or training in legal secretarial, paralegal support, or Court environment; and

Experience

• Preferably two (2) years of general, court‑related experience working in a WA district or municipal Court; Or
• In place of the above requirements, the incumbent may possess any combination of relevant education and experience, which would demonstrate the individual’s knowledge, skill, and ability to perform the essential duties and responsibilities listed above.

Licenses and Certification

• Valid Washington State driver’s license, or the ability to obtain one within thirty days of employment.
• File an Oath of Confidentiality with the State of Washington Administrative Office of the Courts.

Demonstrate knowledge of and ability to

• Courtroom policies, procedures, and practices
• Statewide Case Management Systems
• Criminal Justice System processes as they relate to the Court
• Legal terminology, documents, and procedures relevant to Court proceedings
• City ordinances, regulations, and procedures
• Microsoft Office, Outlook, Excel
• Performing basic mathematical calculations quickly and accurately
• Proper telephone techniques and etiquette
• Effective interpersonal skills using tact, patience, and Courtesy
• Documenting Court proceedings with absolute accuracy
• Cashiering skills
• Recognize potential danger and take appropriate action to ensure safety and security
• Recognize the liability and ramifications of the individual work product
• Organize, analyze, and effectively coordinate workflow to meet schedules and timelines
• Maintaining professional composure while interacting with emotionally distraught and irate individuals
• Maintain confidentiality and tact in dealing with the public and comply with the required confidentiality oath and judicial code of ethics

Work is primarily performed in an indoor office setting with extended periods at a computer, sitting or standing. Physical effort is needed to move, lift and carry office equipment, supplies, and materials. Strong communication skills are needed for frequent person‑to‑person contacts, and telephone conversations. The nature of the work has frequent interruptions and all duties need to be prioritized for efficiency. At times this will include going into the Mason County Jail (in all weather conditions) to pick up Court paperwork the jail is holding for the Court. This shall be done during work hours only.

PHYSICAL DEMANDS

Must be able to remain in a stationary position for long periods of time. The person in this position must also move about inside the courtroom and office to access filing cabinets, office machinery, etc. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, scanner, and computer printer. Some moderate lifting of up to 40 lbs. is required to move some office supplies