Judicial Process Assistant - Case Management

Snohomish County•Everett, WA

9d•Onsite

About The Position

The Judicial Process Assistant examines, prepares, indexes, processes, and preserves Superior Court records and exhibits received by the County Clerk’s Office, in accordance with state law and court rules. The role also provides technical customer service and supports accurate, efficient processing of court filings in the Clerk’s Case Management System and state databases. The position handles records and exhibits across a broad range of Superior Court matters, including criminal, civil, domestic, probate, juvenile, appellate, and protection-order cases. The work involves examining and processing filings; managing exhibits and their chain of custody; issuing and transmitting court documents, orders, warrants, subpoenas, and other legal materials; maintaining records and databases; conducting complex record searches; assisting court users and the public; and processing fees, fines, and restitution. The employee may also support protection-order hearings, train staff, provide backup coverage, and contribute to procedures, forms, and productivity reporting. The employee receives administrative direction from a Judicial Process Assistant Lead, Judicial Process Assistant Supervisor, or Division Manager. Work is performed in areas of the Clerk’s Office and Superior Court, including the Denney Juvenile Justice Center and off-site locations. Physical tasks include lifting materials weighing up to 30 pounds, frequent crouching, bending, kneeling, and reaching, prolonged sitting or standing, substantial arm and hand movement for database entry, and potentially using ladders or step stools and pushing carts over varied surfaces.

Requirements

Associate’s degree in criminal justice or paralegal studies, or completion of an accredited legal assistant program; and one year of legal clerical work, legal document or record processing, records management, or legal customer service experience; or an equivalent combination of training and/or experience.
Typing speed of 45 words per minute.
Must pass job-related tests.
Knowledge of court-document processing under state laws, appellate and general rules, Superior Court local rules, and administrative orders.
Knowledge of state and local databases, the Clerk’s Case Management System, and legal terminology.
Knowledge of records-management principles, court-record research, cash handling and receipting, accounting controls, basic arithmetic, and office procedures.
Knowledge of county departments and court-related organizations, employee training methods, and common office equipment and software, including Microsoft Office Suite.
Ability to learn, understand, and apply complex court-document and records procedures, including examination, interpretation, and acceptance or rejection of documents.
Ability to research and answer public questions about court documents and records; maintain indexing and cashiering accuracy; and perform accurate arithmetic calculations.
Ability to communicate effectively orally and in writing using correct English, spelling, grammar, punctuation, and word usage.
Ability to follow complex instructions, work independently and under pressure with minimal supervision, and make consequential decisions consistent with laws, rules, and policies.
Ability to communicate courteously and professionally with culturally diverse customers, including angry or distraught people, and to obtain information from defendants in potentially hostile or disputed situations.
Ability to operate standard and specialized office equipment and maintain public databases through data entry, verification, correction, and query development.
Ability to exercise good judgment under stress, analyze and solve work-related problems, update or write procedures, and acquire specialized knowledge.
Ability to operate in a lead capacity when assigned, train and support other staff, and maintain effective work relationships.

Responsibilities

Examine court filings for legally required data, formats, and correct causes of action before acceptance, and process filing-fee accounts receivable transactions.
Prepare and electronically file appellate documents; receive, prepare, and process appellate documents between courts and state agencies; and prepare billing documents.
Examine, secure, index, retrieve, audit, release, and arrange for the transfer or destruction of exhibits while maintaining their chain of custody.
Index court and appellate documents in state databases and the Clerk’s Case Management System, verify and correct entries, and ensure compliance with applicable laws and court rules.
Protect confidential and sealed records from unauthorized disclosure and determine appropriate access to court records and exhibits.
Transmit designated court documents and orders to law enforcement and other government agencies as required by law.
Issue summonses, writs, subpoenas, and warrants; review and maintain search warrants; and manage court-ordered special inquiries and intercepts.
Prepare certified or exemplified court documents and records, tender fees, and transmit materials to relevant agencies, organizations, and members of the public.
Maintain the Superior Court sealed Will Repository.
Conduct complex court-record searches using online systems and microfilm or fiche; provide certified search results, collect fees, and maintain an audit trail of written search requests.
Assist attorneys, court staff, government agencies, and the public in person, by telephone, and in writing by explaining procedures, schedules, document processing, and authorized filing requirements.
Provide procedural information, forms, and instructional materials to people seeking protection orders; enter required data; and support self-represented litigants and the judiciary at daily protection-order hearing calendars.
Determine and collect statutory fees, fines, and restitution; process varied payment types; maintain accounting for funds; balance and close cash registers daily; and recommend accounting controls.
Provide ex parte services by researching and supplying filed documents to the judiciary, filing originals, mailing copies, and assisting with self-help form packets.
Maintain accurate electronic records and prepare records groups for archival preservation or destruction in accordance with retention schedules and recordkeeping principles.
Perform assigned lead, operations, and accounting duties; provide backup and peak-workload coverage; and testify as a subject matter expert when required.
Train or check the work of trainees and support staff, track trainee progress, prepare progress reports, update training manuals, and recommend procedure updates.
Collect, analyze, and report productivity data; recommend forms, information systems, and reports; and serve on teams and committees as needed.