Judicial Asst - Superior Court

County of Thurston•Olympia, WA

6d•Onsite

About The Position

Thurston County is seeking a highly motivated and qualified individual for the position of Judicial Assistant in Superior Court . This position implements and manages complex programs for Case Tracking Systems, Differential Case Management and Unified Family Court cases. Coordinates and schedules criminal, civil, family law and juvenile cases after initial filing through trial to case completion and maintains the master calendar. Reassigns cases in event of recusals, Notices of Disqualification and other conflicts of any nature in all case types. Performs confidential administrative assistance to Superior Court Judges, Court Commissioners, visiting and retired judges, to the Criminal Master Calendar, the Drug Court Program, the Court Administrator and the Unified Family Court Program. Essential functions may include, but are not limited to, the following: Coordinate and schedule trials, including prioritizing cases and controlling trial calendars, handle inquiries from other court staff, counsel and the general public. Create, update and maintains judges' individual departmental calendars. Schedule and calendar special hearings before judges in response to emergent needs and/or inquiries from counsel or the general public. Reassign cases in event of recusals, affidavits of prejudice and other conflicts of any nature in all case types in conjunction with the judges and other Judicial Assistants. Assist Judge with trial confirmations, analyze complex cases with multiple issues; determine and initiate other actions necessary to move cases to completion. Gather and apply information necessary to prepare the Case Schedule Order assigning case deadlines and trial dates for each case. Prepare jury instructions with speed and accuracy. Prepare, maintain and update the weekly master calendar. Prepare, reproduce, and distribute docket calendars. Manage docket calendars, coordinating with all parties, significant overlaps or conflicts of any docket calendar. Manages Unified Family Court model by scheduling multiple related cases and hearings before a single judicial officer. Assists parties in identifying and accessing court-ordered services and monitors parties' completion of court-ordered services. Supervise the Court's Arbitration Program for civil cases and the Family Law Mediation Program, making discretionary decisions with arbitrators and mediators in management of individual cases. Recommends and refers high-conflict cases to non-adversarial processes that diffuse conflict and allow early resolution, including scheduling of facilitators, and matching their skills or areas of expertise with appropriate cases. Review and interpret petitions, orders and proposed court documents verifying accuracy and completeness before submission to judicial officers. Develop and maintain research projects for statistical information. Conduct studies and evaluates procedures and activities within the scope of assigned functional areas. Prepares data base system reports involving access to multiple applications as necessary. Assists in grant writing as needed. Evaluates court procedures and rules, proposes changes and obtains input from affected agencies and divisions of the local bar. Trains temporary and permanent court employees and other court staff in the duties of Judicial Assistant and may lead or coordinate the work of volunteers and/or interns. Establish and maintain strong working relationships and serves as liaison with judges, court reporters, court staff, courtroom clerks, counsel, community agencies and the general public. Coordinate scheduling of visiting judges; information and referral services; Courthouse Facilitator, Guardians ad Litem and community resources for appropriate calendar assignment; and telephonic and video appearances for court hearings. Maintain and distributes Local Court Rules to local and state agencies and publications. Creates, revises and makes available local court forms and special program materials. Coordinate judge-conducted meetings and conferences involving large groups with varied interests. Provides administrative staff support to court and County committees. Prepare and organize confidential data relating to the status and circulation of memorandum opinions and letter opinions. Revise and update opinion banks for each individual Judge. Prepare and maintain confidential written correspondence. Receive and analyze ex parte communications, including constituent inquiries and complaints, taking appropriate action as necessary. May assume duties of supervisor in his/her absence. Provides backup coverage for other court staff as needed.

Requirements

Associated Arts degree in paralegal studies or other related field; and six years of progressively responsible clerical/secretarial experience, four years of which must have been in a legal or court environment.
Must have two years of experience managing a major project demonstrating the ability to work independently and make responsible decisions; and a background in legal terminology, trial calendar terminology and judicial procedures.
Must have demonstrated experience in modern office methods and procedures.
Ability to communicate effectively both orally and in writing with superiors, subordinates, other organizations, attorneys and the general public.
Ability to assist co-workers with specific case processing procedures and policies.
Must type at a minimum of 65-70 wpm with strong computer operating and multiple software skills, experience and knowledge in computer equipment and database programs, and the ability to transcribe from recorded systems.
Licensed as Notary Public

Nice To Haves

Managing calendars in the Odyssey Case Management System
Organization and operation of the Washington State Court System
Procedures and practices within courts of general jurisdiction
Techniques of effective program management
Effective communication skills and methods
Techniques of correspondence and report writing
Work independently with minimal instruction
Maintain confidentiality
Prepare reports and correspondence independently
Plan and coordinate numerous program activities and special projects
Learn, apply and interpret policies and procedures
Maintain effective public relations and obtain cooperation of other individuals

Responsibilities

Coordinate and schedule trials, including prioritizing cases and controlling trial calendars, handle inquiries from other court staff, counsel and the general public.
Create, update and maintains judges' individual departmental calendars.
Schedule and calendar special hearings before judges in response to emergent needs and/or inquiries from counsel or the general public.
Reassign cases in event of recusals, affidavits of prejudice and other conflicts of any nature in all case types in conjunction with the judges and other Judicial Assistants.
Assist Judge with trial confirmations, analyze complex cases with multiple issues; determine and initiate other actions necessary to move cases to completion.
Gather and apply information necessary to prepare the Case Schedule Order assigning case deadlines and trial dates for each case.
Prepare jury instructions with speed and accuracy.
Prepare, maintain and update the weekly master calendar.
Prepare, reproduce, and distribute docket calendars.
Manage docket calendars, coordinating with all parties, significant overlaps or conflicts of any docket calendar.
Manages Unified Family Court model by scheduling multiple related cases and hearings before a single judicial officer.
Assists parties in identifying and accessing court-ordered services and monitors parties' completion of court-ordered services.
Supervise the Court's Arbitration Program for civil cases and the Family Law Mediation Program, making discretionary decisions with arbitrators and mediators in management of individual cases.
Recommends and refers high-conflict cases to non-adversarial processes that diffuse conflict and allow early resolution, including scheduling of facilitators, and matching their skills or areas of expertise with appropriate cases.
Review and interpret petitions, orders and proposed court documents verifying accuracy and completeness before submission to judicial officers.
Develop and maintain research projects for statistical information.
Conduct studies and evaluates procedures and activities within the scope of assigned functional areas.
Prepares data base system reports involving access to multiple applications as necessary.
Assists in grant writing as needed.
Evaluates court procedures and rules, proposes changes and obtains input from affected agencies and divisions of the local bar.
Trains temporary and permanent court employees and other court staff in the duties of Judicial Assistant and may lead or coordinate the work of volunteers and/or interns.
Establish and maintain strong working relationships and serves as liaison with judges, court reporters, court staff, courtroom clerks, counsel, community agencies and the general public.
Coordinate scheduling of visiting judges; information and referral services; Courthouse Facilitator, Guardians ad Litem and community resources for appropriate calendar assignment; and telephonic and video appearances for court hearings.
Maintain and distributes Local Court Rules to local and state agencies and publications.
Creates, revises and makes available local court forms and special program materials.
Coordinate judge-conducted meetings and conferences involving large groups with varied interests.
Provides administrative staff support to court and County committees.
Prepare and organize confidential data relating to the status and circulation of memorandum opinions and letter opinions.
Revise and update opinion banks for each individual Judge.
Prepare and maintain confidential written correspondence.
Receive and analyze ex parte communications, including constituent inquiries and complaints, taking appropriate action as necessary.
May assume duties of supervisor in his/her absence.
Provides backup coverage for other court staff as needed.

Benefits

Work-Life Balance
Plan For Your Future
retirement plan
pre-tax savings accounts
comprehensive health care
dental/vision care
Paid Leave
paid vacation
paid holidays
Robust Training Program
Flexible Work Schedules
alternative or compressed schedules
remote working
Deferred Compensation
3 voluntary deferred compensation plans
Flexible Spending Account (FSA )
Section 125 flexible spending accounts
Public Service Loan Forgiveness
federal program which allows full-time public service employees who have made qualifying payments for certain loans, to get their student loans repaid.