Office Specialist I

Yakima County•Castro Valley, CA

19h•Onsite

About The Position

There is one Office Specialist I opening with the Yakima County Juvenile Court. This position is responsible for performing routine and specialized office support activities involving creating, maintaining, processing, recording, accessing and releasing documents, files and other information which is governed by strict laws, rules and regulations. This position requires a typing test with a minimum of 35 net wpm to be taken online. A testing link will be emailed to you, and these tests must be completed within 48 hours of the closing date. This is an AFSCME 87 Contract Bargaining Unit position. This recruitment may be used to fill future vacancies that occur within 90 days of the closing of this position.

Requirements

High School Diploma or GED
Three (3) years of specialized or technical training beyond high school. Training should lead to a general understanding of legal documents, court procedures and administrative functions
Valid Washington State Driver’s License at time of appointment.
Requires successful completion of a keyboarding (typing speed/accuracy test) with a minimum of 35 net w.p.m. at time of application.
Applicants must be at least 21 years of age at time of appointment.
Applicants selected for final interviews are required to complete a criminal and abuse/exploitation history disclosure statement pursuant to Chapter 486 laws of 87, Sections 1-5.
Final applicant will be fingerprinted and hired subject to the results of a background investigation and subject to general employment verification.
Knowledge of Legal Process, including legal terminology, legal documents, court rules and procedures
Knowledge of Office practices and procedures
Knowledge of Customer Service techniques
Knowledge of File maintenance techniques
Knowledge of Grammar, spelling and punctuation
Knowledge of Computers, data processing and word processing software and methods of input
Knowledge of Roles and responsibilities of the judicial system departments and law enforcement agencies
Ability to perform tasks under deadline pressures
Critical thinking sufficient to summarize and interpret court rulings, written opinions, legal documents, office policies and state statutes
Ability to Organize and maintain complex case files
Prioritization and time management
Effective interpersonal relationship skills
Communication skills, both oral and written
Use of computer and office equipment
Applying customer service techniques

Nice To Haves

Experience related to the law and justice field, such as legal secretary, paralegal or civil or criminal justice work is preferred.
Proficiency with Microsoft Word, Access, Excel and Publisher are preferred.

Responsibilities

Performs research in specialized computer systems. Processes bookings and/or new referrals. Prepares packets for prosecutor for filing of charges for court, referral to diversion or the Attorney General’s office for filing of dependencies. Creates legal documents as needed by staff for court. Creates, summarizes, edits and/or distributes a variety of complex documents. Creates and maintains complex files and databases such as official records or social case files. Maintains filing system in accordance with established procedures. Interprets, summarizes and records written judicial orders and diversion contracts for case files. Disseminates criminal history and/or highly sensitive information to appropriate personnel.
Contact service providers to schedule treatment appointments. Verifies cost and length of service needed for each referral. Prepare short-term memorandum of agreement. Prepares and mails appointment letters to juveniles and guardians. Enters referral information on databases. Distributes provider treatment reports to appropriate probation staff. Maintains conference room schedules.
Provides quality assurance review of all Risk Assessments for accuracy. Calculates risk scores and updates the department database, runs monthly late reports for supervisors and yearly statistical reports for state grant reporting/auditing.
Transcribes and/or prepare and mail correspondence and legal documents; respond to mail, phone and in-person inquiries. Update departmental database and provide statistical reports for state reporting and auditing purposes. Monitor expiration dates of offender and non-offender juvenile cases and notifies professional staff. Maintain complex offender and non-offender juvenile court files. Update State and departmental databases when cases close. Prepare and mail closure letters. Prepare and mail notice to Department of Licensing (DOL).
Provides assistance to the general public, law and justice and State agencies. Acts as back up to receptionists, answering and directing phone calls to appropriate staff; sorts and distributes mail for all departments located in Juvenile Justice Center. Provides training and assistance to other support staff regarding procedures and policies to ensure compliance with governing laws, rules and regulations and standards.
Reviews records for completeness and accuracy. Coordinate with Administrative Office of the Courts (AOC) to correct juvenile records. Coordinate with other courts/clerks to correct juvenile records. Delete duplicate records from JIS system.
Processes volunteer applications. Arranges/coordinates interviews with program supervisor. Prepares training material for orientation and educational purposes.
Create legal documents as needed for Truancy, At Risk Youth (ARY) and Child in Need of Services (CHINS) cases. Creates, summarizes, edits and/or distributes a variety of documents such as petitions, disposition orders, contempt motions and warrants. Updates State database. Dockets court cases and inform appropriate court staff of upcoming cases or changes in court calendar.
Other duties required.

Benefits

Health Care Benefits (Medical, Dental, Vision, Basic Life and Basic LTD)
Retirement Benefits
Paid Vacation
Paid Holidays
Paid Sick Leave
Medical, Dental, Prescription and Vision Coverage
Basic Life and Long-Term Disability Insurance Coverage
Employee Assistance Program (EAP)
Health Reimbursement Account (HRA- VEBA)
Health Savings Account (HSA)
Flexible Spending Account (FSA)
Voluntary Benefits – vision, term life, critical illness, disability and other insurance plans
Washington State Retirement Plan (DRS)
457 Deferred Compensation Program (DCP)