Administrative Assistant - District Court I

Clallam County•Clallam County Courthouse, WA

About The Position

The Administrative Assistant for District Court I provides administrative, fiscal, and operational support to the Court Administrator and District Court I to help ensure efficient court operations. The position supports budgeting, payroll, bookkeeping, accounts payable and receivable, financial reporting, jury management, recruitment and onboarding, staff training, records management, public records coordination, and the development of policies and procedures. It also assists with departmental planning, special projects, court scheduling, and workflow coordination, and serves as a liaison among court personnel, attorneys, law enforcement, County departments, partner agencies, and the public. The role provides backup support for Court Clerks, courtroom operations, the public service window, and other court functions as needed. The position requires knowledge of court procedures, accounting practices, confidentiality, and applicable regulations. It exercises independent judgment in resolving administrative matters, maintaining financial accuracy, and supporting continuous improvement under the general direction of the Court Administrator. Administrative duties include general office support, meeting and project coordination, preparing reports and legal documents, maintaining confidential files and databases, coordinating public records responses, supporting hiring and onboarding through NEOGOV, and helping interpret and communicate policies and procedures. Financial duties include assisting with budgets, monitoring revenue and spending, processing accounts payable and receivable, handling court-related funds, balancing and reconciling accounts, preparing financial reports and remittances, and supporting financial audits. Clerical duties include processing court documents and records, maintaining case information, assisting with court scheduling and case processing, and providing authorized information about established court procedures.

Requirements

Associate’s degree or equivalent from an accredited college or university, with major coursework in Business Management, Public Administration, or a closely related field; an additional two years of directly related experience may substitute for the degree.
At least five years of related experience in progressively responsible positions providing administrative and/or fiscal support; experience in local government or the public sector is preferred.
Demonstrated attention to detail in written and verbal communications.
Proficiency with Windows-based software and Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, as well as internet and database applications.
Experience compiling, organizing, and preparing reports to address operational needs and inquiries.
Ability to organize work, respond effectively to changing priorities, and manage multiple responsibilities.
Ability to establish and maintain effective working relationships with coworkers, other departments, partner agencies, and members of the public.
Knowledge of court procedures, accounting practices, confidentiality, and applicable regulations sufficient to perform the full scope of the position’s responsibilities.

Nice To Haves

Experience in a local governmental or public-sector entity.

Responsibilities

Provide general office support, including answering phones, distributing mail, processing travel and registration, ordering supplies, coordinating meetings, and maintaining office equipment.
Assist the Court Administrator with assigned projects, scheduling, departmental planning, contract reporting, and special projects.
Generate reports from multiple systems, prepare spreadsheets and statistical reports, and maintain departmental files, records, filing systems, and databases while preserving confidentiality.
Destroy records in accordance with established procedures and serve as the department’s Public Records Specialist.
Assist with interpreting regulations, policies, and procedures; help develop and update policies and procedures as laws and requirements change; and prepare staff communications about changes or work corrections.
Process items for review and approval by the Civil Attorney and items for presentation to the Clallam County Board of Commissioners.
Assist with hiring, training, and onboarding using NEOGOV; provide guidance and training to department staff as directed.
Prepare department payroll and ensure accurate staff timekeeping.
Monitor work quality and accuracy, identify workflow or operational issues, and recommend improvements to the Court Administrator.
Prepare legal papers and documents using appropriate legal formats, terminology, and procedures; type correspondence and other documents from drafts or oral dictation.
Assist with annual budget development and provide monthly revenue and budget-monitoring reports to the Court Administrator.
Perform accounts receivable functions, including receipting payments, crediting and adjusting accounts, processing collections, adjusting time-payment schedules, and resolving nonsufficient-fund transactions.
Process accounts payable, invoices, bills, authorized checks, and disbursements for court-related funds, including bail refunds, restitution reimbursements, jurisdiction reimbursements, and garnishments.
Receive, account for, and disburse funds held in trust, including garnishments, restitution, criminal fines, bail, and funds connected with civil proceedings.
Balance daily receipts, prepare deposits, reconcile bank accounts, and research and resolve discrepancies.
Maintain financial data and prepare financial reports, accountings, payment reports, and monthly and annual remittances to the County, municipalities, and other entities.
Act as a departmental liaison for financial audits, provide requested documentation, assist with audit activities, and facilitate recommended changes as directed.
Prepare and submit required unclaimed property reports and perform other fiscal and accounting duties.
Provide backup clerical support for Court Clerks, the public service window, courtroom operations, and other court functions as needed.
Receive, review, process, and maintain court documents and records according to court procedures, rules, and legal requirements.
Enter, update, verify, and retrieve case information using court case-management and related systems.
Provide authorized information and explain established court procedures to attorneys, law enforcement, court personnel, other agencies, and the public.
Assist with court scheduling, case processing, civil filings, jury-related activities, and preparation of court documents.
Report work performed to the Court Administrator through reports, conferences, and occasional in-process checks and reviews of results.