COA DIV I - Judicial Administrative Assistant

Acts as confidential administrative assistant to a judge of the Court of Appeals. Works under minimal supervision with discretionary decision-making responsibilities within their area of expertise. Exercises independent judgement while assisting a judge with the court’s operation and at the direction and control of the judge, may assist with other court functions.

Washington State Court of Appeals, Division I Employment Opportunity Judicial Administrative Assistant

Our Mission: To serve the People by providing an accessible forum for the independent and impartial review of cases, while maintaining an atmosphere that respects the dignity and safeguards the rights of all.

POSITION DETAILS

Job #: 2025-66

Status: Regular, Full-Time

Location: Seattle, Washington

Salary: Range 62: $76,948 - $100,951 per year (DOQ), Includes 5% for King County Pay

Opens: September 17, 2025

Closes: Open Unit Filled. The first review of applications will be Monday, October 13, 2025. Candidates are encouraged to apply early. AOC reserves the right to close the recruitment at any time.

Duties

(Note: The following is a listing of typical duties; the actual duties of a position may not include all those listed or may include other work of a similar nature.)

• As a confidential administrative assistant to a judge of the Court of Appeals, processes letters, orders, opinions and other correspondence. Answers telephone inquiries, develops and initiates procedures to facilitate management of the judge’s office, keeps the judge informed of significant and important items requiring review or action, calls attention to deadlines, maintains files of correspondence and records. Provides support to the judge for committee work and assists the judge in preparation of presentation materials. Assists the judge in monitoring continuing judicial education requirements.

• Maintains judge’s brief packets for cases set for oral argument, maintains records of judge’s dockets and writing assignments; tracks the date of oral argument, distribution, signing and issuance of opinion; tracks petitions for review to the Supreme Court. Prepares work files for judge’s writing assignments. Arranges conference file for judge; indexes and arranges opinions, writs, and petitions for rehearing; removes all documents from case files and makes proper disposition thereof. Maintains and manages electronic case files for the judge.
• Processes drafts of opinions, edits and proofreads for errors, duplicates and circulates draft opinions to the panel for review.
• Finalizes opinions and processes them for judge’s signature. Verifies all case citations and quotations for accuracy, checks all facts of the case with the trial court record, checks for proper grammar, edits and proofreads for errors, reviews for adherence to prescribed style and legal terminology verifies all errors raised in the appellant’s brief have been addressed in the opinion.

• Checks advance sheets for accuracy of judge’s opinions and notifies publishing authority of any changes; circulates headnotes from publisher to law clerks and judge to check for accuracy. Verifies proposed opinion edits from the Office of the Reporter of Decisions.

• Oversees chambers staff; provide orientation to law clerks and judicial externs regarding policies and procedures of the individual judge; monitors and manages law clerk benefit time usage maintains a close working relationship with the staff attorneys, law clerks, and judicial externs in finalizing work; arranges meetings between chambers staff and judge; and coordinates and prioritizes workflow as directed by the judge.

• Works closely with the clerk’s office personnel regarding office procedures and judicial docketing. Works with the clerk’s office to ensure the record is complete on set cases and ensures the complete record is returned to the clerk’s office upon filing the opinion.
• Monitors and manages motions before the judge; drafts proposed orders for motions at the judge’s direction.
• Processes all orders pertaining to personal restraint petitions.
• Maintains judge's law library, including filing and indexing of volumes, supplements, and periodicals; corresponds with the Washington State Law Library to order books.
• Arranges transportation and travel accommodations for judge and prepares travel vouchers. Register the judge for attendance at various events. Schedules tours and presentations for the judge, organizes receptions, and coordinates staffing of events with court personnel.
• As a Judicial Administrative Assistant to the Chief Judge or Presiding Chief Judge:
• When serving the Chief Judge of a Division or Presiding Chief Judge of all three Divisions, responsibility is greater in the following areas:
  1. Monitors the filing of opinions; maintains records on all motions circulated to a panel of judges for consideration, including Motions for Reconsideration, Motions to Modify Commissioners’ and Clerk’s Rulings, Motions to Dismiss for Untimely Filing and motions for orders changing opinions, and Personal Restraint Petitions.
  2. Makes necessary arrangements for pro tem judges; maintains files with reference to Chief Judge and Presiding Chief Judge duties; schedules meetings and appointments for the judge as representative of the Court.
• Performs other duties as required.

Salary

• $76,948 - $100,951/year

Qualifications

• Two (2) year Associate of Arts degree in legal secretarial science or related field or a paralegal degree;

AND

• Five (5) years' experience as a legal secretary or paralegal, executive secretary, or confidential administrative assistant.

At the discretion of the hiring judge, a legal secretarial certificate or equivalent may be substituted for an AA degree or paralegal degree on a year-for-year basis.

Paralegal experience or administrative legal experience may be substituted for the education on a year-for-year basis.

Qualified candidates will have well-developed skills in the use of technology and automated systems, including the use of electronic documents. Familiarity with case management and document management systems, office suite products, and electronic workflow processing systems is highly desirable.

THE IDEAL APPLICANT WILL ALSO HAVE SOME OR ALL OF THE FOLLOWING EXPERIENCE, EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: principles of legal research and writing; secretarial and office management practices, procedures, and equipment; Washington State court system and procedures; relevant citation and cite-checking sources; legal terminology, forms, and documents; court rules; English grammar, spelling, punctuation, and arithmetic.

Ability to: compose correspondence and documents on complex matters; prepare reports and correspondence independently; exercise independent judgment and discretion in court business operations to include evaluating situations and making decisions; proofread accurately; maintain confidentiality and be sensitive to problems and issues; establish and maintain effective working relationships with judges, commissioners, law clerks, court clerk and others; learn, interpret and apply court rules and policies and procedures; use word processing and e-mail software; type accurately; and understand and follow written and oral instructions. Other Information

PLEASE READ THE FOLLOWING INFORMATION CAREFULLY TO ENSURE YOU HAVE SUBMITTED THE REQUIRED MATERIALS TO BE CONSIDERED.

IMPORTANT: To be considered for this position, you MUST include the following, failure to do so will result in your application being disqualified:

1. Completed online application CLICK HERE TO APPLY!
2. Current Resume.
3. Letter of Interest addressing your qualifications for the position. Please indicate why this position is a good fit for your skills and interests.
4. Three (3) to five (5) professional references to include a current or recent supervisor with email addresses and phone numbers.

To view the job description, please click here: Detailed Job Description - Insight (neogov.com)

HOW TO APPLY

• The workweek may fluctuate depending on workload or agency needs.
• Overnight travel may be required based on business needs.

• Judicial Administrative Assistants are exempt from the Fair Labor Standards Act and the Washington State Minimum Wage Act.

The Court of Appeals is committed to the practice of equal employment opportunity and non-discrimination for all persons without regard to race, creed, color, national origin, sex, gender and gender identity and expression, marital status, sexual orientation, age, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability. Persons of disability needing assistance in the application process, or those needing this announcement in an alternative format, please contact the AOC Human Resource Office, at (360) 705-5337, or fax (360) 586-4409, or via email to Recruitment@courts.wa.gov.

Benefits

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 07-21-2025