Probation Clerk

Chelan County Comunty Development Dept.; Wenatchee (WA); On-site; USD 50,000 - 65,000; Full time

Job summary

Chelan County Comunty Development Dept. seeks a Probation Clerk to provide clerical and administrative support to three probation officers and the probation director.

The role involves handling sensitive legal documents, maintaining case files, and ensuring accurate data entry in the case management system. The clerk will manage assigned caseloads and interact professionally with defendants, law enforcement, judges, and the public.

Qualifications

• High school diploma or GED required.
• Associate degree preferred in judicial, public, or business administration.
• At least 1 year of clerical, legal, financial, or business administration experience required.

Responsibilities

• Enter new cases and offender information into the case management system.
• Review court documents for adherence to procedures and prepare notices.
• Monitor caseloads and maintain confidentiality in all matters.
• Respond to inquiries from offenders, attorneys, judges, and the public.
• Process probation fees and reconcile cash as needed.
• Manage files and assist with document scanning and data entry.
• Support probation officers and maintain accurate records.

Skills

Attention to detail

Professional communication

Confidentiality

Customer service

Education

High school diploma or GED

Associate degree in judicial, public, or business administration (preferred)

At least 1 year of office experience

Tools

NCIC/WACIC access

Job description

Description

SALARY PW07 STEP 2-4 $4,467.84- $4,880.45 LONGEVITY STEP 5-8 $5,102.36-$5,836.91

Participation in the Washington State Department of Retirement Systems (DRS) retirement program, with an optional deferred compensation program. Comprehensive benefits package including medical and dental insurance, plus County contributions to a Health Reimbursement Arrangement (HRA). Employees receive up to 11 paid holidays annually, additional floating holidays as provided by the applicable collective bargaining agreement, and monthly accrual of vacation and sick leave.

Summary

The Probation Clerk provides clerical and administrative support to three probation officers and the probation director. This role involves handling sensitive legal and confidential documents, maintaining accurate and up-to-date case files, and ensuring the timely and precise entry of probation-related information into case management systems. Additionally, the clerk manages an assigned caseload. The role requires attention to detail, adherence to legal confidentiality standards, and the ability to interact professionally with diverse populations including defendants, law enforcement, judges, court staff, attorneys, and the public. This role requires substantial on the job training and involves access to highly confidential information.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receives and reviews court-ordered referrals for supervised and unsupervised probation, restitution, deferred infraction, stipulation order of continuance, deferred prosecution, and offender education. Enters new cases and offender information into the Enterprise Supervision case management system and performs additional actions as required, based on case type or specific requirements.
• Gathers offender background information from Spillman, NCIC, AOC, JABS, OnBase, and other relevant computer systems as needed. Assigns cases to probation officers and schedules appointments accordingly. Checks offenders in for appointments, and ensures strict confidentiality in all matters.
• Examines legal documents submitted by court for adherence to law or court procedures. Prepare various notices and documents for court review and signature. Monitors case dispositions for compliance with court orders.
• Responds to inquiries from offenders, attorneys, judges, law enforcement, treatment agencies and the general public via telephone, mail, and in person.
• Monitors a caseload of bench supervision offenders by utilizing various criminal justice databases and documents all interactions. Prepares and files revocation petitions and other court-related correspondence as necessary. Creates referrals to external programs and tracks offender attendance. Oversees activities in the reception area.
• Receipts probation fees in person, over the phone, and on-line using credit card processing equipment and Enterprise Supervision electronic case management system. Reconciles cash drawer daily. Prepares and delivers daily revenue deposits to the Treasurer.
• Monitors a caseload of court-ordered restitution cases, establishes payment plans, and tracks compliance with financial obligations. Files violations for failure to pay restitution as ordered.
• Prepares and processes billing and collection accounts as directed. Files and scans documents as needed. Enters data into the County’s financial system for account payable and receivables.
• Closes files in the electronic case management system and assists with physical file handling, including labeling, storage, and shredding, in compliance with state regulations. Maintains, archive and destroys files pursuant to Washington State retention schedule.
• Monitors a caseload of court-ordered educational courses, such as Theft Awareness and Defensive Driving. Facilitates sessions, tracks attendance, and submits completion verifications to the court. Files probation violations in cases of non-compliance.

The listed duties are representative of typical task assignments in this classification and are not meant to exclude other assignments as the needs of the department grow or change.

Supervisory Responsibilities

This job has no supervisory responsibilities

Qualifications

To perform this job successfully, an individual must be able to carry out each essential duty effectively. The requirements listed below outline the knowledge, skills, and abilities necessary for the role. Reasonable accommodations may be made to support individuals with disabilities in fulfilling essential job functions.

EDUCATION And/or EXPERIENCE

High school diploma or GED required. An associate degree in judicial, public, or business administration—or a related field is preferred. At least one year of office experience in clerical, legal, financial, or business administration is required.

KNOWLEDGE

The role requires a strong understanding of office procedures, relevant laws, and legal terminology. Candidates must demonstrate the ability to manage multiple tasks in a fast-paced environment, resolve complex issues efficiently, and apply effective customer service techniques. The position also demands sound judgment to make critical decisions in compliance with applicable laws, regulations, and court policies and procedures.

Proficiency in both oral and written communication is essential, with the ability to clearly convey and exchange information. Extensive experience in database management, document scanning, and accurate data entry is also required.

Language Skills

Demonstrated ability to read and interpret a variety of official documents, including court dockets, arrest reports, hearing notices, safety rules, and procedural manuals. Skilled in preparing routine reports and professional correspondence. Strong verbal communication skills, with the ability to interact effectively with staff, offenders, victims, judges, law enforcement personnel, and the general public.

Bilingual proficiency in English and Spanish is highly desirable

Mathematical Skills

Proficient in performing addition, subtraction, multiplication, and division across all units of measurement using whole numbers, fractions, and decimals. Skilled in calculating rates, ratios, and percentages, as well as interpreting and constructing bar graphs.

REASONING ABILITY

Demonstrated ability to solve practical problems and manage diverse, concrete variables in situations with minimal standardization. Skilled in interpreting various forms of instructions, including written, verbal, diagrammatic, and scheduled formats. Proven capacity to defuse client anger and hostility with professionalism and empathy.

CERTIFICATES, LICENSES, REGISTRATIONS

Certification through the Washington State Patrol ACCESS to run NCIC/WACIC reports is required. Certification to become a TAC Officer may be required depending on the needs of the Department.

PHYSICAL DEMANDS

The physical demands outlined below are representative of those necessary for an employee to successfully perform the essential functions of this position. Reasonable accommodations may be provided to individuals with disabilities to enable them to carry out these functions.

While performing the duties of this role, the employee is regularly required to sit and frequently required to speak and listen. The employee must also frequently stand, walk, use their hands to handle or feel objects, and reach with their arms. Specific vision requirements include both close and peripheral vision.

WORKING ENVIRONMENT

The work environment described reflects typical conditions encountered while performing the essential duties of this position. Employees have daily contact with offenders who may display hostile behaviors, including the use of profanity, verbal abuse, and angry outbursts. The environment may also involve exposure to spontaneous acts of violence or threats from probation offenders or their associates. Noise levels are generally moderate. The setting is frequently hectic and stressful.

This is a high-volume office where daily attendance is essential.

Supplemental Questionnaire, Probation Clerk

• Please describe in detail your experience and training with account billing.
• Please describe in detail your experience and training with cash handling.
• Explain any case management experience.