Have a high school diploma or equivalent, supplemented by some college-level coursework or training in legal secretarial, paralegal support, or a court environment; or equivalent skills gained through certification, relevant job experience, or a combination.
Have three years of general, court-related experience working in a district or municipal court.
File an Oath of Confidentiality with the State of Washington Administrative Office of the Courts.
Successfully pass a position-specific background inquiry.
Know courtroom policies, procedures, and practices; the Statewide Case Management System; OCourt, Laserfiche, AV CaptureAll recording system, and other court-specific applications; and Zoom and other virtual web-based platforms.
Know the criminal justice system, including prosecutor, police, and jail processes as they relate to the court; nationally recognized DUI Court principles and best practices; and legal terminology, documents, and procedures relevant to court proceedings.
Know city, county, and state laws, ordinances, regulations, and procedures, as well as county and state agencies and offices involved in court-related activities.
Know basic accounting principles and practices of accounting, cashiering, and financial recordkeeping; proper telephone techniques and etiquette; and effective interpersonal skills using tact, patience, and courtesy.
Be skilled in modern office practices, procedures, and equipment, including personal computers and software such as Excel, Word, and Outlook; working with numbers and performing mathematical calculations quickly and accurately; records management; and correct English usage, grammar, spelling, punctuation, and vocabulary as they pertain to the job.
Be able to attend and document court proceedings accurately; recognize potential danger and take appropriate action to ensure safety and security; and recognize the liability and ramifications of individual work product.
Be able to perform complex court-related duties accurately and efficiently; organize, analyze, and coordinate workflow to meet schedules and mandated timelines; and work effectively on several projects concurrently while completing work with many interruptions.
Be able to process a wide variety of legal forms and documents in compliance with established procedures, mandated timelines, and judicial discretion; and work effectively with defendants and the public while providing appropriate and accurate information.
Be able to communicate and work effectively with a culturally, ethnically, and socio-economically diverse population, including people who may require assistance.
Maintain professional composure while interacting with emotionally distraught, irate, or combative individuals; communicate effectively orally and in writing; and read, interpret, apply, and explain rules, regulations, policies, and procedures.
Maintain court records and comply with public disclosure laws; perform basic math calculations quickly and accurately; and use proper telephone etiquette and techniques to assist diverse inquiries and people.
Establish and maintain cooperative and effective working relationships with court contacts; maintain confidentiality and tact when dealing with the public; and comply with the required confidentiality oath and judicial code of ethics.
Be able to work varying shifts, including nights and weekends, as assigned by management.
Meet the physical requirements of the job, including regularly using arms, hands, and fingers to operate equipment; frequently sitting, standing, walking, hearing, and talking; occasionally lifting more than 35 pounds; and possessing close, distance, color, and peripheral vision, depth perception, and focus adjustment.
Responsibilities
Provide critical support to the municipal court system and staff as a primary initial point of contact for court customers, and open and close court each day.
Maintain the official court record and provide accurate direction, information, assistance, and technical support to court customers in accordance with laws, rules, policies, and procedures.
Facilitate in-person and virtual court hearings using courtroom technology, including Zoom, AV CaptureAll, OCourt, JIS, JABS, and Laserfiche; host Zoom sessions, identify participants, facilitate breakout rooms, and participate in hearings.
Record and document proceedings, process court documents, anticipate the needs of the Judge and Counsel, and obtain information and prepare documents accordingly.
Create accurate court dockets; update case dispositions, sentencing conditions, bench warrants, no-contact orders, domestic violence orders, mental health orders, and firearm orders; schedule hearings within jurisdictional timeframes; and regulate case flow.
Assist and accommodate jurors, mark exhibits, maintain exhibit logs for jury trials, and ensure courtroom safety and integrity.
Report conviction data, probation violations, record corrections, and ignition interlock orders to the Department of Licensing database in accordance with mandated reporting requirements.
Research the status and jail location of in-custody defendants and coordinate timely transport with law enforcement agencies and correctional facilities.
Check eligibility for the Interstate Commission for Adult Offender Supervision and refer relevant cases to Kent Probation for processing.
Prepare orders and coordinate evaluation appointments with Western State or other doctors; prepare transport orders; and coordinate with jails and other parties on required documents, schedules, and information.
Maintain warrant control by issuing, recalling, processing, and purging bench warrants; maintain failure-to-appear control with the Department of Licensing; ensure warrants are cleared for defendants booked on bench warrants or posting bail; and process bail and bail bonds.
Research and apply account codes and fine breakdowns required by the State; create accounts receivable and payment agreements; monitor payments; take appropriate action on delinquent accounts; and assign accounts to a collection agency.
Process court finances, including collections, receipting, and financial recordkeeping for fines, fees, restitution, and bail; receive cash, checks, and credit card transactions; apply payments; reconcile and balance daily; and research payment histories and make account receivable adjustments when ordered by the Judge or otherwise applicable.
Apply legal terms, state and local laws, and court rules governing court operations, and advise participants regarding proper courses of action and legal requirements.
Enter criminal, infraction, parking, and impound filings for multiple jurisdictions and verify personal identification information.
Schedule hearings with counsel and notify related parties; set arraignments, pretrial hearings, trials, reviews, mitigation, contested matters, pre-hearing conferences, show-cause hearings, and motions within jurisdictional timeframes under Washington State Court Rules.
Serve as liaison between the court and the public, police, prosecutors, defense counsel, and City departments and employees; answer citizens' questions about court procedures, resolve complaints, make referrals, and represent the court in related meetings and committees as required.
Process legal documents from prosecutors, defense counsel, police, correctional facilities, treatment agencies, probation departments, and the public; take action under appropriate court procedures and speedy-trial and jurisdictional timelines; and provide correspondence or documentation under public disclosure law.
Verify compliance with sentencing conditions, including reviewing criminal history for new law violations and confirming compliance with ordered treatment, evaluations, DUI victim panels, Alcohol/Drug Information School, Defensive Driving School, parenting treatment, HIV testing, AA meetings, and restitution.
Screen defendants for public defense by reviewing financial information and calculating eligibility for a court-appointed attorney under State of Washington Poverty Guidelines for Indigent-Defense Screening.
Process vehicle reports of sale for parking and camera-related violations; transfer infraction liability to new owners in JIS and Verra Mobility; and research and process penalty disputes and rental agreements from car rental companies.
Serve as secondary DUI Court Coordinator by attending weekly staffing and court hearings, processing homework and probation violations, maintaining supplies, and attending required National DUI Court team foundational training.
Serve as secondary Kent Community Court Coordinator by attending monthly meetings and hearings, supporting court participants and providers, coordinating referrals with the case manager, and providing statistical information to court management and the bench.
Schedule and coordinate interpreter services for court proceedings as liaison with interpreter agencies.
Process public disclosure requests for court records and disseminate records in compliance with GR31.1 Access to Administrative Records General Principles.
Scan and index court correspondence and maintain an accurate and complete electronic paperless case management system.
Cross-train in all court service areas and perform other duties as assigned, including covering absences or relief, equalizing peak work periods, and balancing workload.
Conduct special projects and prepare reports at the request of court management.
Recommend procedural changes and systems for court employees; recommend changes to the Municipal Court web page and assist as needed.
Actively support the department's and City's vision, mission, values, and goals.
Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
The City of Kent is seeking a Judicial Specialist to provide critical support to our municipal court system and staff. Judicial Specialists are highly visible and the primary initial point of contact for many Kent residents and other customers who have business with the Court. Additionally, this position has the responsibility of opening and closing court each day, which requires the successful candidates to be dependable and punctual.
The ideal candidate will have the skills and experience to work effectively with minimal supervision; handling confidential information and responding appropriately under stressful conditions. Proficiency in handling frequent interruptions during daily work with a pleasant and customer-focused demeanor is also required.
This is a full-time, benefited position that is not represented by a union.
**Note: you must attach your cover letter and resume to your application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application; you must attach documents in the appropriate section of the application. Incomplete applications will not be considered for this position. If you experience technical difficulties, please contact our office Monday-Friday, between 8:00 AM- 5:00 PM at (253) 856-5270 and we will do our best to assist you.**
This position is open until filled. Qualified candidates will be notified of interviews as soon as possible.
SALARY:
$6,113.00 - $7,446.00 monthly, depending on qualifications
The Judicial Specialist works under the direction of court management to ensure the successful operation of a high-volume Municipal Court serving the cities of Kent and Maple Valley.
The Judicial Specialist is accountable for a high degree of specialized and complex responsibilities that are technical in nature. This position is responsible for maintaining the official court record. The work requires exceptional attention to detail and applies understanding of legal requirements to communicate a wide variety of information in accordance with laws, rules, court policies and procedures.
Work is performed in accordance with local and state rules, professional standards, city ordinances, and state regulations. Work is characterized by high-level responsibilities with an emphasis on providing accurate direction, information, assistance, and technical support to all levels of court customers including attorneys, prosecutors, law enforcement agencies, defendants, victims, citizens, interpreters, and state agencies. This position maintains a high level of accountability, confidentiality, and the ability to work in a fast-paced environment with essential attention to detail, thereby reducing liability.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Facilitate in-person and virtual court hearings using courtroom operating technology such as Zoom, AV CaptureAll, OCourt, JIS, JABS, and Laserfiche. Serve as Zoom host, identify participants and facilitate breakout rooms while simultaneously participating in court hearings. Record and document proceedings and process all court documents. Anticipate the needs of the Judge and Counsel to obtain information and prepare documents accordingly.
Create court dockets with absolute accuracy, update case disposition sentencing conditions, bench warrants, no contact orders, domestic violence orders, mental health orders, and firearm orders. Schedule court hearings within jurisdictional timeframes and regulate case flow. Assist and accommodate jurors, mark exhibits, and maintain exhibit log for jury trials. Ensure the safety and integrity of the courtroom at all times.
Report conviction data, probation violations, record corrections and ignition interlock orders directly into Department of Licensing database in accordance with mandated reporting requirements.
Research and identify the status and jail location of in-custody defendants to coordinate with multiple law enforcement agencies and correctional facilities to arrange timely transport of defendants.
Check eligibility for the Interstate Commission for Adult Offender Supervision (ICAOS) and refer relevant cases to Kent Probation for processing.
Prepare orders and contact Western State or other doctors to coordinate an appointment for evaluation, prepare transport order, coordinate with jail, attach order with needed documents and coordinate all other schedules and information.
Maintain warrant control, including, issuing, recalling, processing, and purging bench warrants. Maintain failure to appear (FTA) control with Department of Licensing, including, ordering, issuing, adjudicating and purging. Ensure all defendants who are booked on bench 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.
Research and apply complex account codes and fine break-down as mandated by the State. Create accounts receivable and set payment agreements with case participants; monitor payments and take appropriate action for delinquent accounts and assign to the Collection Agency.
Responsible for the timely and accurate processing of court finances which includes, collections, receipting, and financial recordkeeping of court fines, fees, restitution, and bail. Responsible for receipting large sums of cash, checks and credit card transactions. Receive and apply payments, reconcile, and balance daily. Research complex account payment history and make account receivable adjustments when ordered by the Judge or applicable.
Demonstrates understanding of legal terms and applies state and local laws and court rules governing court operations and advises participants regarding proper course of action and legal requirements.
Accurately enter all criminal, infraction, parking, and impound filings for multiple jurisdictions requiring the verification of personal identification information.
Schedule hearings with counsel 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, pre-hearing conference, and show cause and motions.
Serve as liaison between the court and the public, police, prosecutors, defense counsel, and other City departments and employees; reply to citizens by providing answers to questions and information regarding court procedures; resolve complaints; and make referrals as necessary. may be required to represent the court in related meetings and committees.
Process all legal documents received from prosecutor, defense counsel, police department, corrections facility, treatment agencies, probation department, and the public. Take action using the appropriate court procedures mindful of speedy trial and jurisdictional timelines. Provide appropriate correspondence or documentation as set forth by public disclosure law.
Verify compliance of all sentencing conditions ordered by the judge. This includes, but is not limited to, evaluating defendant 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, Defensive Driving School, parenting treatment, HIV test, AA meetings, and restitution.
Serve as Public Defense screener by interviewing defendant to determine their financial eligibility for a court appointed public attorney based on predetermined financial standards. Review personal financial information provided by defendant and perform mathematical calculations to determine if defendant is eligible according to the State of Washington Poverty Guidelines for Indigent-Defense Screening
Process report of sale of vehicles for parking and camera related violations. Transfer liability of the notice of infraction to the new owner both in JIS and Verra Mobility with absolute accuracy. Research and process Penalty disputes and rental agreements provided by car rental companies.
Serve as secondary DUI Court Coordinator, attend weekly staffing and court hearings, process homework, probation violations, and maintaining supplies. Attend all required National DUI Court team foundational training.
Serve as secondary Kent Community Court Coordinator, attend monthly meetings and court hearings, provide direction and support to court participants and providers, work with case manager to coordinate/provide referrals, provide statistical information to court management and bench.
Schedule and coordinate interpreter services for court proceedings by acting as liaison between the court and interpreter agencies.
Process Public Disclosure Requests for court records. Disseminate records in compliance with GR31.1 Access to Administrative Records General Principles.
Scan and index all court correspondence and maintain an accurate and complete electronic paperless case management system.
Cross-train in all court service areas and perform other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload.
Conduct special projects and reports at the request of court management.
Recommend procedural changes and systems for use by court employees.
Make recommendations to the Municipal Court web page and assist as needed.
Actively support the vision, mission, values, and goals of the department and the City.
PERIPHERAL DUTIES:
Perform other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
KNOWLEDGE OF:
Courtroom policies, procedures, and practices
Statewide Case Management System
OCourt, Laserfiche, AV Capture All recording system and all other court specific applications.
Criminal Justice System including prosecutor, police, and jail processes as they relate to the court
Nationally recognized DUI Court principles and best practices
Zoom and other virtual web-based platforms
Legal terminology, documents, and procedures relevant to court proceedings.
City, County, and State laws, ordinances, regulations, and procedures
County and State agencies and offices involved in court-related activities
Basic accounting principles and practices of accounting, cashiering and financial record keeping
Proper telephone techniques and etiquette
Effective interpersonal skills using tact, patience, and courtesy
SKILLED IN:
Modern office practices, procedures, and equipment including personal computers related to software such as applicable software programs, including Excel, Word and Outlook
Working with numbers and performing mathematical calculations quickly and accurately
Records management
Correct English usage, grammar, spelling, punctuation, and vocabulary as it pertains to the job
Effectively using interpersonal skills in sometimes hostile situations using tact, patience, and courtesy
ABILITY TO:
Attend and document court proceedings with absolute accuracy
Recognize potential danger and take appropriate action to ensure safety and security
Recognize the liability and ramifications of the individual work product. Perform complex court-related duties accurately and efficiently
Organize, analyze, and coordinate workflow in an effective manner to meet schedules and mandated timelines
Work effectively on several projects concurrently; complete work with many interruptions
Process a wide variety of legal forms and documents in compliance with established procedures, mandated timelines, and judicial discretion
Work effectively with defendants and the public and provide appropriate and accurate information
Effectively communicate with and work with a culturally, ethnically, and socio-economically diverse population who may require assistance.
Maintain professional composure while interacting with emotionally distraught, irate, and combative individuals, recognize potential danger and take appropriate action to ensure safety and security.
Communicate effectively both orally and in writing
Read, interpret, apply, and explain rules, regulations, policies, and procedures
Maintain court records and comply with public disclosure laws.
Perform basic math calculations with speed and accuracy
Use proper telephone etiquette and techniques to appropriately assist a diverse assortment of inquiries and persons
Establish and maintain cooperative and effective working relationship with all court contacts.
Maintain confidentiality and tact in dealing with the public and comply with the required confidentiality oath and judicial code of ethics
SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:
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: Three (3) years of general, court related experience working in a district or municipal court.
LICENSES AND OTHER REQUIREMENTS:
File an Oath of Confidentiality with the State of Washington Administrative Office of the Courts
Must successfully pass a position specific background inquiry
MACHINES, TOOLS, AND EQUIPMENT USED:
Typical business office machinery and equipment including, but not limited to, personal computer, word processing software, printer, copy machine, fax machine, calculator, and multiline telephone.
PHYSICAL DEMANDS:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use arms, hands, and fingers to reach, handle, feel, or operate objects, materials, tools, equipment, or controls; frequently required to sit, stand, walk, hear, and talk normally with or without mechanical assistance; and occasionally required to lift in excess of 35 pounds.
Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.
WORKING CONDITIONS:
The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work is performed in a typical office environment with moderate noise level and numerous interruptions. The employee may be contacted by disgruntled and hostile customers, requiring conflict-management skills. Employees in this classification may be required to work varying shifts including nights and weekends as assigned by management.
The City of Kent is an Equal Opportunity Employer.