Court Operations Associate

City of Tukwila•Wa 98188, WA

3d•Hybrid

About The Position

Under the direction of the Court Operations Supervisor, this position performs a variety of technical record-keeping and clerical duties, of highly confidential and legal matters, in support of the municipal court. Provide accurate directions, information, assistance and technical support to all levels of court customers including attorneys, prosecutors, law enforcement agencies, defendants, victims and state agencies. Applies understanding of legal requirements and communicates a wide variety of information in accordance with laws, rules, court policies and procedures.

Requirements

High School Diploma or General Equivalency Diploma (GED) and two years of experience related to office support functions; or an equivalent combination of education and experience which provides the knowledge, skills and abilities sufficient to successfully perform the essential duties of the job.
Valid Washington State Driver's License, or the ability to obtain one within thirty (30) days of employment
Knowledge of courtroom policies, procedures, and practices
Knowledge of Statewide Case Management System
Knowledge of Criminal Justice System including prosecutor, police, and jail processes as they relate to the court
Knowledge of legal forms, documents, and terminology
Knowledge of City, County, and State laws, ordinances, regulations, and procedures
Knowledge of County and State agencies and offices involved in court-related activities
Knowledge of modern office practices, procedures, and equipment including personal computers related to software such as word processing programs, including Excel and Word
Knowledge of basic accounting principles and practices of accounting, cashiering and financial record keeping
Knowledge of proper telephone techniques and etiquette
Knowledge of effective interpersonal skills using tact, patience, and courtesy
Knowledge of correct English grammar, spelling, punctuation, and vocabulary
Knowledge of audio recording systems
Knowledge of virtual meeting platforms
Skilled in operating standard office machinery and equipment including personal computers, copiers, fax, and multi-line phone.
Skilled in working with numbers and performing mathematical calculations quickly and accurately
Skilled in records management
Skilled in correct English usage, grammar, spelling, punctuation, punctuation, and vocabulary
Skilled in communicating effectively, both orally and in writing
Skilled in effectively using interpersonal skills in sometimes hostile situations using tact, patience, and courtesy
Ability to attend and document court proceedings with absolute accuracy
Ability to recognize potential danger and take appropriate action to ensure safety and security
Ability to perform a wide variety of complex court-related clerical duties accurately and efficiently
Ability to organize, analyze, and coordinate workflow in an effective manner to meet schedules and mandated timelines
Ability to work effectively on several projects concurrently; complete work with many interruptions
Ability to process a wide variety of legal forms and documents in compliance with established procedures, mandated timelines, and judicial discretion
Ability to work effectively with defendants and the public and provide appropriate information
Ability to interact with emotionally distraught, irate, and combative individuals
Ability to communicate effectively both orally and in writing
Ability to read, interpret, apply, and explain rules, regulations, policies, and procedures
Ability to maintain records and prepare reports
Ability to perform basic math calculations with speed and accuracy
Ability to use proper telephone etiquette and techniques to appropriately assist a diverse assortment of inquiries and persons
Ability to establish and maintain cooperative and effective working relationship with co-workers, supervisors, other employees of the City, and outside agencies
Ability to maintain professional composure during stressful situations
Ability to maintain confidentiality and tact in dealing with the public and comply with the confidentiality oath and judicial code of ethics
Ability to maintain court confidentiality

Nice To Haves

Bachelor’s degree in criminal justice, Judicial Administration, Business Management, Business Administration, Sociology or Psychology preferred
Two years experience in working in a court of limited jurisdiction preferred
Notary public certification is preferred

Responsibilities

Prioritize and prepare daily in-custody court calendar; verify that all appropriate paperwork, such as new charging documents and warrants, has been filed with the court to ensure accuracy, thereby reducing court liability; process all related paperwork, schedule court hearings, and notify all parties of upcoming court proceedings.
Research and identify defendants’ in-custody status and jail location; coordinate in-custody transports; and notify all parties involved.
Maintain control of warrants and Failure To Appear (FTAs) which includes, but is not limited to, ordering, issuing, recalling, adjudicating, processing, and purging to limit court liability.
Take appropriate action per court procedures and make all necessary docket entries; refer all assigned cases to the Court Support Services Division including pre- and post-sentence interviews.
Responsible for large sums of cash on a daily basis; receive, input, and reconcile payments for accounts receivable, and balance cash drawer at the end of day.
Research complex account payment history to determine where money should be applied.
Make account receivable corrections when ordered by court.
Create accounts receivable and set payment agreements in accordance with court procedures.
Monitor payments and take appropriate action for delinquent accounts in accordance with court procedures.
Communicate with collection agency when appropriate to assign or remove cases.
Enter all cases (criminal citations, traffic infractions, and parking tickets) into the statewide case management system and other court approved systems which requires verifying personal identification information.
Schedule hearings with counsel and notify all related parties.
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, jury trial, review, mitigation, contested, pre-hearing conference, 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.
Process all legal documents received from prosecutor, defense counsel, police department, corrections facility, treatment agencies, Court Support Services (aka: probation) division, and the public.
Take action using the appropriate court procedures mindful of speedy trial and jurisdictional timelines.
Process correspondence from defendants which includes, but is not limited to, identifying the issue, researching the request, referring to the judge, and responding to the defendant.
Order, email, print, and prepare courtroom calendars and case files for all court sessions; ensure appropriate documentation is in file; forward future calendars via fax or email to the prosecutor’s office, defense counsel, jail, and/or Court Support Services on a daily basis to facilitate global calendar management.
Provide exceptional customer service while responding to all telephone and in person inquiries and/or complaints, including irate individuals and/or unusual or complicated requests.
Provide appropriate correspondence or documentation as set forth by public disclosure law.
Communicate a wide variety of information to the public regarding court functions and procedures.
Maintain an accurate, up-to-date, and complete electronic filing system for all criminal files.
Become familiar with, follow, and actively support the vision, mission, values, and behavior statements of the department and the City of Tukwila.