Juvenile - Administrative Specialist

Job Location

County of Chelan Juvenile 316 Washington St #202 Wenatchee, WA 98801

Description

Salary: PW06 Steps 2-4 $4,001.50 - $4,370.14 per mo. DOE Longevity Steps 5-8 $4,568.40-$5,224.64.

The position includes a state retirement system, with a deferred comp program available. Health insurance package includes Medical, Dental, and county contributions to a personal health savings account. Includes 11 paid holidays and 1 floating personal holidays along with monthly accrued vacation and sick leave.

SUMMARY

This position provides reception services, assists the court during hearings, prepares court documents, maintains agency records, and otherwise relieves officials of clerical work by performing the major duties listed below. The position requires a strong clerical background to include: organizational skills, attention to detail, multi-tasking, the ability to follow instructions, and prioritize work.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greeting and assisting the public with exemplary tact.
• Answering and forwarding telephone calls and providing callers with appropriate information.
• Maintaining strict confidentiality of agency records and court cases.
• Opening and routing incoming mail; preparing and processing outgoing mail.
• Organizing and maintaining the file system and filing records.
• Compiling, maintaining and distributing statistical reports.
• Receiving and receipting diversion fees.
• Ordering office supplies routinely for probation and detention.
• Researching department files and records to retrieve and dispense information requested by Officers of the Court and the general public.
• Scheduling appointments and meetings and sending out notification to all involved parties.
• Routinely destroying offender, non-offender and other agency’s records pursuant to RCW’s.
• Processing digital and/or ink fingerprints as required for volunteers and staff.
• Administrative Screening for youth/offenders, i.e. obtaining DNA samples, fingerprints, and photographs.
• E-filing court documents with the superior court clerk’s office using OnBase on a daily/weekly basis.
• Providing administrative assistance to judicial officers.
• Interpreting and implementing a variety of legal documents submitted to the court for conformity with procedures and form.
• Receiving and processing juvenile offender, non-offender and dependency filings. Verifying and validating all documents for necessary information, accuracy and completeness for scanning/processing in a timely manner. Maintaining files ensuring that all documentation is filed appropriately and is accessible. Receive, process, store, maintain, and retrieve court filings in paper and electronic formats. Preparing and maintaining confidential files as required by statute or directed by the Court. This may include examining documents and related affidavits for compliance with legal deadlines, securing appropriate authorizing signatures, and distributing to affected parties.
• Drafting, preparing, filing, and/or distributing various types of legal documents including charging documents, notices, summons, warrants, affidavits, petitions, motions, and orders as required for various courts of law within Chelan County and the State of Washington.
• Handling and reviewing complex, sensitive, and confidential information such as defendant criminal history, mental health evaluations, pre-sentencing investigation reports, charging documents, police reports, and crime scene photos, etc.
• Working as a liaison to attorneys, probation officers, law enforcement personnel, lay persons and other court personnel. Scheduling and calendaring pending cases to be heard by the Court and preparing/maintaining a docket or calendar of the same on a daily and weekly basis while in and out of court. Maintain specified time schedules on a regular basis in regards to court calendars.
• Operating recording equipment during court, maintaining recording logs, and extracting recordings as requested.
• Operating Zoom equipment for court hearings and community engagement board meetings.
• Attending court, recording/inputting judicial rulings electronically and in written form from the proceedings based on court orders.
• Analyzing and accurately entering complex, technical data into case management system to record case data, charges, court’s orders and disposition data into the office case management system for multiple case types. Assisting with monitoring case dispositions for compliance with court orders/diversion agreements and reviewing case files to assure timely action or review by prosecutors.
• Communicating often and effectively with other court departments, detention/jail staff, court security, LE agencies, schools, attorneys/law offices, DCYF, Attorney General, CASA and other various agencies.
• Having the ability to train new employees. Making recommendations for training, planning, directing and evaluating work of new employees.
• Updating and maintaining agency forms as a result of caselaw legislation and/or policy/staff changes.
• Backing up Office Manager by assisting with payroll and invoicing duties.
• Performing other office duties as required by RCW, court rules and office policies and/or direction of supervisor.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The listed requirements are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Proficiently operate copier, scanner, common office equipment, utilize a computer and various software programs to scan, input and retrieve information, prepare reports and correspondence, and perform repetitive tasks for extended periods of time. This position requires proficiency in Excel, Word, JCS/JIS, OnBase, Outlook, and designated internet sites.

EDUCATION, EXPERIENCE

Associate’s degree or high school diploma plus two years of experience in a court or law office.

LANGUAGE SKILLS

Must be able to communicate verbally with people of all backgrounds and to read and understand technical reports, business correspondence, forms, tables, schedules, and other written documents. Must have the ability to organize and write technical information clearly and to respond effectively to questions from groups or individuals, including judicial officers, attorneys, clients, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide using whole numbers and decimals or common fractions.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret information provided in written, verbal, and graphic formats.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

PHYSICAL DEMANDS

The following physical demands are representative of those that must be met by an employee to perform successfully the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is regularly required to sit, stand, talk, hear, walk, and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 20 pounds. The position requires close vision for extensive reading and ability to tolerate prolonged computer-related exposure.

WORK ENVIRONMENT

The essential functions listed above are typically carried out in an office or in a courtroom. The position must occasionally work in a secure detention facility. The employee must interact with court officials, members of the public, juvenile offenders, and their family members. The noise level in the work environment is usually moderate. May view and/or read sensitive, explicit, and graphic material.

May be exposed to individuals exhibiting antisocial behavior, aggressive tendencies, individuals who are mentally unstable and/or have substance abuse disorder, etc.

UNION AFFILIATION

This position is represented by Teamster’s PTC Local 760

Additional Information

To apply: Include the following in one document (PDF or Word)

• Chelan County Application
• Resume
• Cover Letter

Email tohuman.resources@co.chelan.wa.us or mail/drop off at address below.

Human Resources
400 Douglas Street, #201
Wenatchee, WA 98801

Position closes April 3, 2024 @1:00pm

Job Type: Full-time

Pay: $4,001.50 - $5,224.64 per month

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift

Work Location: In person