Judicial Process Assistant – Customer Service

STATEMENT OF ESSENTIAL JOB DUTIES

• Examines court documents for legally required data, formats and correct causes of action for the following Superior Court case types: Criminal, Civil, Domestic, Probate/Guardianship, Adoption/Parentage, Involuntary Treatment, Juvenile, and Appeals prior to acceptance for filing, pursuant to statutes and court rules; and processes filing fee accounts receivable transactions.
• Prepares and electronically files appeal documents with State Court of Appeals and State Supreme Court, pursuant to state Rules of Appellate Procedure (RAP); prepares appeal documents to/from courts of limited jurisdiction, and state administrative agencies; and prepares billing documents.
• Examines, determines, and provides appropriate access for all court exhibits, including bio-hazard materials, weapons, drugs, money, and other valuables; indexes and retrieves exhibit data from multiple databases; maintains chain of custody for records and exhibits and participates in quarterly audits; prepares documentation and exhibits for release, and/or destruction after required retention period; prepares and provides exhibits for transfer to State Court of Appeals or Supreme Court for appellate cases.
• Examines and indexes court and appellate documents into state databases and Clerk’s Case Management System (CMS) and ensures compliance with state law, and state and local court rules; facilitates the proper preparation and processing of court documents within the Superior Court system; examines court records to ensure statutorily confidential and sealed documents and records are not disclosed to the public; verifies to ensure accuracy and updates index entries in state databases and Clerk’s CMS.
• Transmits specific court documents and court orders involving protection orders, restraining orders, and bench warrants to law enforcement pursuant to state laws; transmits specific court documents and court orders and information to the Washington State Support Registry, Department of Licensing, Secretary of State, and other government agencies pursuant to state law.
• Issues summons and writs of certiorari, execution, garnishment, habeas corpus, mandamus, prohibition, replevin, attachment and restitution; reviews and issues criminal, civil predator and material bench warrants and warrants of arrest as ordered by Superior Court; reviews, issues and maintains search warrants, and enters and manages special inquiries and intercepts as ordered by Superior Court. Reviews and complies with court orders in the issuance of in-state subpoenas and issues foreign subpoenas under Clerk’s statutory authority; prepares certified and/or exemplified legal court documents and records, tenders fees, and transmits to state and county departments, title companies, law firms, other agencies and the public. Maintains the Superior Court sealed Will Repository per statute.
• Assists attorneys, legal staff, Superior Court employees including Judges and Commissioners, other government agencies, and the public in conducting complex court record searches using a myriad of online computer and microfilm/fiche search tools and procedures; determines access to confidential and sealed court records; collects fees, prepares certified search results, and maintains audit trail of written search requests.
• Assists the general public, attorneys/legal staff, Superior Court employees, Judges, Commissioners, government and commercial agencies in person, by telephone or in writing by explaining court procedures and schedules; provides technical information about court document and record processing and indexing; provides professionally written responses to public regarding authorized state law and court rule requirements for rejecting legal documents; evaluates and diffuses sensitive and/or potentially volatile people and situations and reacts appropriately including contacting security when necessary.
• Provides procedural information, court forms, and instructional materials regarding court rules, policies and procedures to victims of domestic violence, harassment, stalking, and sexual assault as well as vulnerable adults seeking protection from predatory individuals and to individuals seeking an extreme risk protection order; ensures timely data entry into local and state information systems; and supports the judiciary through attendance at daily protection order hearing calendars to facilitate the court process.
• Determines appropriate fees based on statutory requirements and receipts a high volume of complex Superior Court fees, fines and restitution from a variety of sources into the Clerk’s CMS. Includes a high volume of cashiers’ checks/money orders, electronic fund transfers, credit/debit card transactions and online payments; maintains accounting for all legal tender collected; maintains, balances, and closes cash registers on a daily basis; recommends and maintains accounting controls in an environment that includes a high volume of customer transactions.
• Provides ex parte services via mail to law firms and the public; researches and provides filed documentation to court commissioners to facilitate the processing and entry of court orders; facilitates completion of ex parte transactions by filing originals and mailing copies of documents to customers; recommends and assists lead, supervisor or manager with the development of pro-se self-help forms packets.
• Maintains electronic record keeping systems to ensure complex databases are accurate; reviews court documents, records, and digital recordings for accuracy sufficient to prepare permanent record groups for permanent archival preservation or destruction in accordance with the Secretary of State Clerk Retention Schedules and generally accepted recordkeeping principles.

STATEMENT OF OTHER JOB DUTIES

• Recommends and assists in updating procedures as assigned.
• Provides back-up and peak workload coverage for co-workers and for other divisions in the Clerk’s Office.
• Testifies in court cases as a subject matter expert regarding Clerk’s Office policies and procedures and statutory responsibilities as required.
• Serves on a variety of teams and committees as needed; may perform other related duties as assigned.

Associate’s Degree in criminal justice or paralegal studies or completion of an accredited legal assistant program; OR two (2) years of legal clerical work, legal document/record processing work, records management or legal customer service experience; OR any equivalent combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests.

SPECIAL REQUIREMENTS

A valid Washington State Driver’s License is required for employment.

Typing of forty-five (45) wpm required.

Your application will not be considered complete and may be rejected unless a typing score of at least 45 wpm is received at the time the application is submitted.

Online typing tests that are not certified will NOT be accepted, see Special Qualifications below.
To meet the requirements for keyboarding or typing we need to receive a certified copy of a test showing your name and net typing speed and accuracy. Certified typing exams must also include the date the test was taken (must be dated within the last 12 months), the name of the issuing agency, their address and phone number, and a signature of the person that is certifying the test.

This may be obtained from a local college, employment office or a temporary employment agency in your area. Attach your certification electronically to your job application. The Work Source Center located at Everett Station, 3201 Smith Ave Suite #330, Everett, Washington, has the ability to administer this test and provide certification.