Chief Deputy Clerk

San Juan County•Friday Harbor, WA

1d•Onsite

About The Position

San Juan County is hiring a Chief Deputy Clerk to perform complex administrative, technical, and supervisory work in support of the Office of the County Clerk and the Clerk of the Superior Court. The position directs and oversees Legal Specialists and ensures that statutory responsibilities and office operations are carried out accurately and efficiently. The Chief Deputy Clerk works independently under the general direction of the County Clerk, referring unusual or sensitive issues to the County Clerk, and manages office operations, facilities, equipment, technology systems, procedures, documentation, and communications. The position represents the Office of the County Clerk in all functions during the elected Clerk’s absence. The role provides staff training, direction, quality review, and operational support; maintains compliance with applicable laws, court requirements, audit standards, and records-retention schedules; and helps develop office plans and procedures. It coordinates specialized Clerk’s Office software, conducts legal and procedural research, assists the public and court partners, and may support the Superior Court with case-management compliance analysis. The Chief Deputy Clerk is responsible for office accounting functions, including account reconciliation, financial reporting, and administration of the Court Registry Trust account. Duties also include handling receipts and disbursements, managing investments and escheatment processes, and overseeing various billing processes. The role may complete payroll and prepare legal documents in an ex-officio capacity as permitted by law. The position works primarily in an office environment, with possible travel to other locations by boat or air and occasional overnight travel for training. Work may involve pressure, frequent interruptions, hostile clients, hazardous materials, and exposure to emotional or graphic testimony. The position requires sitting, standing, walking, occasional lifting up to 25 pounds, continuous hand and finger movement, and the ability to communicate, read legal terminology, and understand and give instructions.

Requirements

Bachelor’s degree in business, public administration, accounting, or a related field, and seven years of progressively responsible office management experience in a legal environment, or an equivalent combination of education and experience.
Must be a U.S. citizen, be bondable, qualify for a notary public license, and hold a valid Washington State driver’s license.
Demonstrated understanding of relevant RCWs, WACs, State Court Rules, and Local Court Rules, and ability to apply them accurately.
Knowledge of court and Clerk’s Office processes, including case and records management, exhibit control, passport processing, jury administration, and legal document standards.
Ability to supervise, train, evaluate, and support staff, foster accountability and teamwork, manage change, resolve issues, and guide staff through complex or evolving procedures.
Ability to assess operational needs, analyze information, evaluate alternatives, and implement solutions consistent with departmental goals and legal requirements.
Ability to exercise independent judgment and discretion, including when handling confidential or sensitive information.
Clear, concise, and professional written and verbal communication skills, including the ability to explain technical, legal, and procedural information in plain language.
Ability to establish and maintain effective working relationships with coworkers, agencies, public officials, vendors, and the public using tact, courtesy, and discretion.
Proficiency in data entry and Microsoft Office applications, and ability to learn and adapt to specialized court and county software.
Ability to independently plan, prioritize, and manage multiple tasks and competing deadlines while maintaining accuracy and professionalism.
Ability to maintain a calm, impartial, and professional demeanor when assisting people in distress or in sensitive situations.
Ability to receive, understand, and give written and oral instructions; communicate with individuals and groups; read and understand legal terminology; and assist the public with legal processes without giving legal advice.
Ability to sit, including occasionally for long periods, stand, walk, lift objects up to 25 pounds occasionally, use continuous hand and finger movements, and see computer screens.

Responsibilities

Direct, train, guide, and oversee Legal Specialists and provide operational support on office procedures, customer service, case management, courtroom operations, and technology systems.
Ensure accurate and timely maintenance of Superior Court legal and financial records and staff compliance with statutes, County Clerk procedures, court requirements, audit standards, and retention schedules.
Review and audit staff work for accuracy and procedural compliance, providing coaching or corrective guidance as needed.
Participate in recruitment, hiring, performance evaluations, and related personnel actions; advise the County Clerk on staff performance and resolve employee grievances within assigned authority.
Assist the County Clerk with long-range planning, program improvements, and operational objectives, and represent the Clerk’s Office in meetings as assigned.
Conduct legal and procedural research and develop, update, and maintain office procedures, manuals, and documentation.
Consult with the Prosecutor’s Office, the Administrative Office of the Courts, and other County Clerks to support accuracy and compliance.
Coordinate specialized Clerk’s Office software, provide first-level troubleshooting, and work with the Administrative Office of the Courts and County IT to resolve system issues.
Prepare legal documents in an ex-officio capacity as permitted by law.
Oversee office operations in the County Clerk’s absence and potentially support the Superior Court with statistical analysis related to case-management compliance.
Provide impartial assistance to the public, attorneys, and court partners and support all customer-service functions of the Clerk’s Office.
Support and perform principal duties of Legal Specialists as needed, including assisting people in emotionally charged situations while maintaining professional composure.
Perform accounting functions, including balancing and reconciling accounts, preparing and justifying accounting reports, and maintaining records in compliance with State Auditor requirements.
Administer the Court Registry Trust account, including receipts, disbursements, payments, judgments, and adjustments.
Make disbursements in compliance with court orders and generally accepted accounting practices.
Calculate funds available for investment, determine investment periods, and manage investments; may prepare disbursement checks to the Treasurer.
Manage annual escheatment and billing processes, including subscription services; may complete payroll.
Act as a public employee and municipal officer with courtesy and professionalism and adhere to ethical standards under RCW 42.52.
Perform other related duties as assigned.