Judicial Assistant - SUPERIOR COURT

County of Thurston • Olympia, WA

2d • Onsite

About The Position

Thurston County is seeking a Judicial Assistant for Superior Court. The position implements and manages complex programs involving Case Tracking Systems, Differential Case Management, and Unified Family Court cases. It coordinates and schedules criminal, civil, family law, and juvenile cases from initial filing through trial and case completion, and maintains the master calendar. The role also provides confidential administrative assistance to Superior Court judges, court commissioners, visiting and retired judges, the Criminal Master Calendar, the Drug Court Program, the Court Administrator, and the Unified Family Court Program.

The position is based in a courthouse in Olympia, Washington, with work in offices, courtrooms, and other courthouse areas. The regular schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional travel may be required for meetings or training. The position currently has an end date of June 30, 2027, but may be extended. It is eligible for benefits and overtime under the Fair Labor Standards Act, and is not represented by a union.

Requirements

• Associate of Arts degree in paralegal studies or another related field.
• Six years of progressively responsible clerical or secretarial experience, including four years in a legal or court environment.
• Two years of experience managing a major project, demonstrating independent work and responsible decision-making.
• Background in legal terminology, trial-calendar terminology, and judicial procedures.
• Demonstrated experience with modern office methods and procedures.
• Ability to communicate effectively orally and in writing with superiors, subordinates, other organizations, attorneys, and the public.
• Ability to assist coworkers with specific case-processing procedures and policies.
• Typing speed of at least 65–70 words per minute.
• Strong computer-operating and multiple-software skills; experience and knowledge with computer equipment and database programs; and ability to transcribe from recorded systems.
• Must be licensed as a Notary Public.

Nice To Haves

• Experience managing calendars in the Odyssey Case Management System.
• Knowledge of the organization and operation of the Washington State Court System.
• Knowledge of procedures and practices in courts of general jurisdiction.
• Knowledge of effective program-management techniques.
• Effective communication skills and methods.
• Knowledge of correspondence and report-writing techniques.
• Ability to work independently with minimal instruction, maintain confidentiality, and prepare reports and correspondence independently.
• Ability to plan and coordinate numerous program activities and special projects.
• Ability to learn, apply, and interpret policies and procedures.
• Ability to maintain effective public relations and obtain cooperation from others.

Responsibilities

• Coordinate and schedule trials, prioritize cases, control trial calendars, and respond to inquiries from court staff, counsel, and the public.
• Create, update, and maintain judges’ departmental calendars; schedule special hearings in response to urgent needs and inquiries.
• Reassign cases due to recusals, affidavits of prejudice, and other conflicts in coordination with judges and other Judicial Assistants.
• Assist judges with trial confirmations, analyze complex cases, and initiate actions needed to move cases toward completion.
• Gather and apply information to prepare Case Schedule Orders assigning deadlines and trial dates.
• Prepare jury instructions accurately and promptly; prepare, maintain, and update the weekly master calendar; and prepare, reproduce, and distribute docket calendars.
• Manage docket calendars and coordinate with parties to address overlaps or conflicts.
• Manage Unified Family Court scheduling by coordinating related cases and hearings before a single judicial officer; assist parties in accessing court-ordered services and monitor completion of those services.
• Supervise the Court’s civil Arbitration Program and Family Law Mediation Program, making discretionary case-management decisions with arbitrators and mediators.
• Recommend and refer high-conflict cases to non-adversarial processes, schedule facilitators, and match facilitator expertise to cases.
• Review and interpret petitions, orders, and proposed court documents for accuracy and completeness before judicial review.
• Develop and maintain statistical research projects; conduct studies and evaluate procedures and activities in assigned functional areas.
• Prepare database system reports using multiple applications and assist with grant writing as needed.
• Evaluate court procedures and rules, propose changes, and obtain input from affected agencies and local bar divisions.
• Train temporary and permanent court employees and other court staff in Judicial Assistant duties; may lead or coordinate volunteers and interns.
• Build and maintain working relationships and serve as liaison with judges, court reporters, court staff, courtroom clerks, counsel, community agencies, and the public.
• Coordinate visiting-judge schedules, information and referral services, courthouse facilitator and Guardian ad Litem resources, community resources, and telephonic or video appearances.
• Maintain and distribute Local Court Rules and create, revise, and make available local court forms and special-program materials.
• Coordinate judge-conducted meetings and conferences involving large groups and provide administrative support to court and County committees.
• Prepare and organize confidential information on the status and circulation of memorandum and letter opinions; revise and update judges’ opinion banks.
• Prepare and maintain confidential correspondence; receive and analyze ex parte communications, including constituent inquiries and complaints, and take appropriate action.
• May assume supervisory duties in a supervisor’s absence and provide backup coverage for other court staff.

Benefits

• Retirement plan.
• Pre-tax savings accounts, including flexible spending accounts for eligible health care and daycare expenses.
• Comprehensive health care and dental and vision care for employees and their families.
• Paid vacation for full-time regular employees and paid holidays.
• County-paid training; opportunities to participate in professional organizations and attend conferences.
• Flexible work schedule options, including alternative or compressed schedules and/or remote working.
• Three voluntary deferred compensation plans.
• Eligibility for the federal Public Service Loan Forgiveness program for qualifying full-time public service employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree