Legal Specialist II - Records Clerk

San Juan County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

San Juan County is excited to invite candidates to apply for our Legal Specialist II - Records Clerk position. This position works 20 hours per week and receives full benefits. First screening of candidates will be on Thursday, February 27th. To be considered with the first round of candidates, we encourage you to submit your applications before this date.

Under the supervision of the District Court Administrator, this part-time clerical position performs a variety of records management tasks related to court records governed by General Rule 31 and administrative courts records governed by General Rule 31.1, to include: assisting with day to day filing as needed; assisting with organization and maintenance of jury management records; organizing and moving all closed filing to basement storage; data destruction in accordance with the Secretary of State’s Records Retention Schedules; and processing District Court records requests.  In addition, this position also performs a variety of clerical tasks including answering phone calls, responding to emails, assisting the public at the front counter, assisting the jury manager with jury trial related tasks as needed, assistance with records related to grants, and providing back up office coverage as needed.

1. Receive and process all District Court records requests: identifying and locating requested court records, reviewing the confidentiality of the records, preparing records as requested, collecting and receipting copy fees as necessary, and communicating with requester in a timely manner.
2. Organize and maintain all closed filing for criminal, infraction, civil, and jury records.  This includes moving files from the second floor District Court Office to the basement storage. May also assist with organization and maintenance of probation and administrative files/records.  
3. Learn and understand of the Washington Secretary of State’s Retention Schedule and its application to court, jury, probation and administrative records.  Annually identify records eligible for destruction, carefully document records which are included in the current destruction cycle and deposit records in authorized shredding disposal bins.
4. Assist with grant reporting requirements and record keeping.  Prepare and provide necessary documentation required by the grant agency and the SJC Grant Manager.   Prepare and submit treasurer’s transmittals.
5. As needed, assist the Jury Manager with various jury related tasks such as: data entry of jury summons responses; preparing and distributing jury trial paperwork; juror check-in; and assisting bailiffs during juror orientation.
6. Respond to inquiries over the phone and via email in a timely and professional manner.  
7. Assist in staffing the front counter.  Receipt court fines/fees and bond/cash bail, file court documents received, respond to inquiries from the public, attorneys and staff from other county departments.  Appropriately apply cash handling principles to all monies received.
8. Provide back-up office coverage as needed to the criminal clerk, civil/infraction clerk and jury manager due to absence or to stabilize workload.  
9. Attend necessary job-related training to keep skills current and maintain certification. 
10. Acting within the scope of their responsibilities, work as a public employee and municipal officer with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52.

1. Perform other related duties as assigned.

High school diploma and two years of responsible, independent clerical/legal experience or any combination of education and experience that provides the required knowledge and abilities. Demonstrated ability to provide accurate, courteous and professional service to citizens that may be in distress. Must be able to obtain a Notary Seal and Bond.
 
Upon two years’ experience as Legal Specialist II in District Court, position is eligible for advancement to Legal Specialist III, subject to available funding. 

PREFERRED QUALIFICATIONS:

• Bilingual English/Spanish.
• Experience working in a District/Municipal Court or other legal field.
• Knowledge and understanding of the criminal justice system and how other criminal justice departments relate to District Court.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:   

1. Communicate effectively and professionally, both orally and in writing; using clear, concise language appropriate for the purpose and parties addressed. 
2. Provide accurate, courteous and professional customer service in person, over the phone and via email. 
3. Work successfully as part of a team in a high-pressure environment and adapt to quickly to changing priorities.
4. Strong organizational skills. 
5. Detail oriented; accurately and efficiently complete all work assignments.
6. Plan, organize, prioritize assignments to meet work objectives and deadlines.
7. Understand and carry out oral and written instructions.
8. Ability to work independently; understand and apply applicable laws, court procedures, local court rules and County policies.
9. Ability to learn and use various court related computer software programs.
10. Maintain confidentiality of all court records. 
11. Establish and maintain professional working relationships with court personnel, state and local agencies, attorneys and the general public.
12. Proficiency with Microsoft Office Suite.

• Work requires continuous sitting and operation of a computer including keyboard and mouse operation.
• Frequent standing and walking.
• Involves talking and hearing in person and on the phone.
• Vision abilities required by this job include close vision and the ability to differentiate colors and read computer monitors.
• Deals with customer stress and deadlines, which may require overtime, flexibility of time
• Ability to lift and carry 20 pounds.
• This position requires attention to detail and communication skills