Judicial Specialist

City of Issaquah • Issaquah, WA

2d • Onsite

About The Position

The Judicial Specialist documents and maintains detailed, accurate records for criminal, infraction, and photo enforcement cases filed with the Municipal Court. The position supports the judge and legal parties during court hearings, maintains accurate records and documents in a fast-paced environment, and assists members of the public as they navigate the court system. Work involves specialized and confidential responsibilities, requires minimal supervision and independent decision-making, and is performed according to professional standards, City ordinances, and State regulations. The position reports to the Court Administrator and the Municipal Court Judge within the Judicial Branch of Government.

The position performs court case processing and docketing, supports courtroom proceedings, maintains warrants and failure-to-appear matters, coordinates juror and in-custody processes, and assists with probation administration. It also processes payments, manages accounts receivable, prepares financial deposits and reports, responds to public records requests, and communicates court procedures to the public. Work is performed primarily in an office or courtroom environment.

Requirements

• Graduation from high school or equivalent.
• Three years of increasingly responsible clerical experience in a district or municipal court, legal department or office, law enforcement, or a closely related field.
• Successful completion of a required background check and national fingerprint-based records check.
• Knowledge of Courts of Limited Jurisdiction legal procedures and jurisdictional time frames.
• Knowledge of courtroom policies, procedures, practices, and demeanor; legal forms, documents, and terminology; City, County, and State ordinances and regulations; record-keeping practices and retention timelines; and correct English usage, grammar, spelling, punctuation, and vocabulary.
• Skill using computers and applicable software, including Word, Excel, SharePoint, OCourts, and electronic mail; JIS Database applications including JABS, ETP, and BITSpillman; and Enterprise Justice.
• Skill in diffusing irate or combative individuals.
• Ability to communicate court functions and procedures verbally and in writing; recognize potential danger and take appropriate action; attend court proceedings and document them accurately; and perform complex court-related clerical duties accurately and efficiently.
• Ability to work effectively with defendants and the public, provide exceptional customer service with tact, patience, and courtesy, and work with people from diverse backgrounds.
• Ability to maintain records and prepare reports, type at an acceptable rate, establish cooperative working relationships, work independently with little direction, perform arithmetic accurately, manage interruptions, prioritize work, and meet deadlines.

Nice To Haves

• Prior experience working in a district or municipal court is preferred.
• Any combination of qualifications that would likely provide the required knowledge, skills, and abilities may be considered.

Responsibilities

• Enter criminal citations, traffic infractions, and parking tickets into the Judicial Information System (JIS), verifying personal identification information.
• Schedule cases for hearings within jurisdictional time frames, resolve conflicts and special circumstances, and issue notices, summonses, and subpoenas.
• Process traffic infractions, photo enforcement matters, and parking tickets; receive documents, refer them to the judge for rulings, document rulings in JIS, and send rulings and payment information to defendants.
• Process paperwork from prosecutors, defense counsel, police, correctional facilities, treatment agencies, defendants, and the public; research cases and determine appropriate actions using court procedures and legal requirements.
• Make accurate docket entries and serve as the in-court clerk, recording proceedings, maintaining recording equipment, marking exhibits, processing court-generated paperwork, and documenting cases.
• Update the Department of Licensing and/or Washington State Patrol with conviction information.
• Prepare courtroom calendars and case files, ensure files contain appropriate documentation, monitor correspondence, and prepare in-custody calendars.
• Process in-custody paperwork, schedule hearings, notify parties, coordinate transports from other jurisdictions to the Issaquah Jail Facility and/or Municipal Court, and coordinate communications related to mental health evaluations.
• Maintain warrant and failure-to-appear controls, including issuing, recalling, processing, adjudicating, and purging matters as appropriate; ensure warrants are cleared when defendants are booked or post bail.
• Process bail and bail bonds associated with warrants and in-custody matters.
• Coordinate juror services by mailing jury summonses, updating the jury hotline, assisting with forms, and monitoring attendance.
• Assist the Probation Officer by entering cases into the probation database, setting up files, scanning and attaching documents, reviewing records, scheduling intakes and office visits, monitoring compliance, and making required docket entries.
• Order and process jurisdiction reports and docket treatment-related documents, reviewing them for accuracy and timely handling.
• Receipt fines, penalties, and bail in JIS; create accounts receivable and payment agreements; monitor payments and delinquent accounts; and contact collection agencies when appropriate.
• Complete end-of-day accounting, prepare deposits for the Finance Department, and process monthly reports required by AOC.
• Respond to public records requests in accordance with the local government records retention schedule.
• Assist the public by phone and in person, explain court functions and procedures, and document relevant communications in JIS.
• Remain current with relevant technological advancements and perform other related duties as assigned.

Benefits

• Competitive salary.
• Medical plans with low- and high-deductible options; coverage is free for the employee, with low-cost coverage to add family members.
• Employer HSA contributions for high-deductible plans: $3,350 for individuals and $6,650 for families.
• 100% employer-paid dental and vision coverage.
• Generous vacation and sick time.
• 14 paid holidays.
• Participation in the DRS retirement plan with employer contributions.
• $200 per month match into a 457b deferred compensation plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED