Judicial Specialist

CITY OF YAKIMA   Yakima, WA   Full-time     Legal
Posted on May 4, 2022
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Municipal Court Judicial Specialist - Bilingual/Biliterate English/Spanish Preferred

Salary 
$4,033.47 - $4,900.13 Monthly
Location 
Dick Zais Ctr: 200 S. 3rd Street Yakima, WA
Job Type
Full-time
Department
Municipal Courts
Job Number
21-00218
 
Closing
5/17/2022 4:00 PM Pacific

Overview and Minimum Class Requirements

The Yakima Municipal Court is comprised of a team of judges and clerical support dedicated to providing exceptional service to the Yakima community.  If you thrive working in a challenging, fast paced and exciting environment, apply today!  

The City of Yakima is a premier employer in the Yakima Valley with extensive opportunities for training and growth. The City offers a competitive benefit package including:

  • Comprehensive medical, dental and vision coverage

  • FREE healthcare clinic!

  • WA State PERS pension plan

  • Generous accruals for Paid Time Off (PTO)

  • Bilingual/Biliterate English/Spanish incentive pay

  • Much more!


ADDITIONAL APPLICATION DOCUMENTS REQUIRED:

The following documents must be attached to your application be considered:
  1. Letter of interest including why you are interested in this position and your qualifications.
  2. 5 minute typing test with verification of 35 WPM net typing speed without error - verification document must include your name, date, net words per minute, and length of test.  
There are free keyboarding/typing skill tests available on-line.  The following site allows you to enter your name, take the test, then print the certificate with your test results http://www.freetypinggame.net/free-typing-certificate.asp 
 
MINIMUM REQUIREMENTS:
High School diploma or GED and two (2) years of general court or legal office work experience.  Must be able to type 35 WPM without error. Education or certification related to the classification is preferred.  Bilingual/bi-literate capabilities are highly desirable.
 
To be certified Bilingual/biliterate English/Spanish and be eligible for the incentive pay, candidate's must pass a Civil Service proficiency exam.    

Candidates must pass a background investigation regarding applicant's aptitude, character, judgment, credit, driving record and criminal history prior to hire.

Job Summary

Under limited supervision, receives, screens, and answers a wide range of inquiries from the public, by phone, or in person; provides a variety of technical information on all aspects of the Municipal Court system; routes calls and visitors; takes messages and com­plaints and conveys to appropriate staff.

Essential Functions

Provides exceptional customer service over the telephone or through correspondence. 
 
Responsibilities include maintaining confidentiality, maintaining tact and diplomacy while providing accurate information to the public, defendants, attorneys, and other agencies about case information, Municipal Court policies, procedures and schedules.

Enters all cases (criminal citations, traffic citations and parking tickets) into Judicial Information System (JIS) which requires verifying personal identification information.

Sets cases within jurisdictional time frames for various types of hearings including arraignment, pretrial, trial, review, mitigation, contested, show cause and motions.

Notifies all parties related to case.  Issues summons, subpoenas and hearing notices for all scheduled court dates.  Processes continuance requests and notifies parties involved; makes accurate and appropriate docket entries.

Processes all paperwork received from prosecutor, defense counsel, police department, corrections facility, treatment agencies, probation services and the public.  Takes actions using the appropriate court procedures mindful of speedy trial and jurisdictional time lines.  Makes all accurate and appropriate docket entries.

Processes correspondence from defendants which requires identifying the issue, researching the request, referring to the judge, responding to defendant and making all appropriate docket entries.

Prepares courtroom calendars and case files for all court sessions and ensures appropriate documentation is in the file.

Ensures readiness for court proceedings.  Prepares courtroom with appropriate legal forms, tapes, equipment, etc.

Serves as Court Clerk while court is in session, records and documents proceedings.  Maintains recording equipment, marks exhibits, processes all court-generated paperwork, assists and accommodates jurors during jury trials.  Makes required docket entries with absolute accuracy.

Coordinates in-custody transports from other jurisdictions to the Municipal Court and notifies all parties involved.

Maintains warrant control, which includes:  issue, recall, process and purge warrants.  Maintains Failure to Appeal (FTA) control, which includes:  order, issue, adjudicate and purge as appropriate.

Sets cases for various types of hearings, including arraignment, pretrial, trial, mitigation, contested, show cause and motions; prepares court calendars and notifies parties related to case by subpoena; prepares summons, officer, attorney and bonding company notices; processes continuance requests and notifies parties involved.

Tracks cases with continued, suspended or deferred status, obtains records checks, reviews compliance and non-compliance reports, sends notices and prepares the Municipal Court’s calendar.

Tracks custody of prisoners awaiting hearings; maintains and tracks jail commitments and releases, screens and approves defendants for sentencing alternatives such as community service and work crew.  Assists in scheduling and coordinating in-custody transports.

Assists Court Services Manager with case flow management; researches and organizes data; develops special reports and studies; analyzes and organizes information and reports related to administrative support activities; and makes recommendations to the Court Services Manager, as appropriate.

Assists in the scheduling and coordination of jury trials.

Remains flexible to changing priorities, exercises attention to detail, demonstrates initiative and performs tasks to completion in a high-volume environment.

Provides for accurate information and assistance to all levels of court customers, including, but not limited to: attorneys, prosecutors, law enforcement, defendants, victims, state agencies, etc.

Accurately evaluates case status and relays pertinent information to appropriate parties in accordance with laws, rules, regulations, court policies and procedures.

Accurately processes all payments received in the mail and balance at the end of the day. Processes and distributes all incoming mail.

Performs routine filing of completed court documents and court files.

Provides accurate count of set cases on a weekly basis and distributes to all court personnel.

Enters citations, transactions, proceedings, and documentation relative to case management in the computer system.

Performs and/or oversees administrative tracking of criminal case files ensuring compliance with court orders.

Prepares in-custody calendars, track prisoners in custody awaiting hearings.

Maintains control of commitment and releases from jail.  Assists and/or oversees screening and tracking of alternative sentencing programs such as work crew and community service.

Calculates, accepts and accounts for bails, fines, restitution and costs; enters transactions in computer system recording receipt of funds; balancing to JIS, making daily deposits and daily and month/year-end close outs as assigned.

Contributes to the effective administration of City government by fostering an attitude that encourages cooperation and coordination of efforts and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide consistent, quality customer service.

Other duties and responsibilities may include performing designated duties of the Court Services Manager in the Court Services Manager’s absence. 
 
City employees who are certified bilingual and/or biliterate will interpret and explain information to the Spanish speaking public.  

Requires regular and reliable attendance.

Perform other duties as assigned.

Major Worker Characteristics

Strong working knowledge of: court procedures; computers and word processing software; file maintenance techniques; professional office practices and procedures including appropriate customer service techniques; data processing systems and methods for input.

Knowledge of: accounting functions to process payments of court fines and bail.  Record and receipt payments according to established court procedures; courtroom policies, procedures and practices; legal forms, documents and terminology.

Understanding and ability to perform critical thinking sufficient to summarize and interpret court rulings, written opinions and legal documents; and to successfully sustain a high level of multi-tasking with regular and unexpected interruptions.
 
Ability to: plan, organize, and coordinate assigned tasks to coincide with others in the division and/or department; effectively disseminate complex and/or sensitive information to a wide variety of information relating to inquiries from the general public, attorneys, police and other agencies both orally and in writing.

Ability to: process criminal, traffic, civil, small claims, petitions for domestic violence, name changes and anti-harassment orders from filing to final disposition; accurately and completely enter, update, retrieve, prepare and process court related documents using the court computer system; accurately schedule cases, notify necessary parties and prepare court calendars using approved forms; effectively coordinate courtroom proceedings; record all hearings, maintain court dockets, chart and maintain exhibits and process orders of the court;  maintain equipment, certifications and recordings of all proceedings; perform special projects and assignments as developed and required by supervisor(s); attend assigned court proceedings and document proceedings with absolute accuracy; perform a wide variety of complex and responsible court-related clerical duties accurately and efficiently; work effectively with defendants and the public and provide information regarding court cases and procedures; process arrest warrants accurately and in accordance with the law; exercise considerable discretion when handling confidential and/or privileged information; demonstrate initiative and exercise good judgment in relaying information to court customers; effectively deal with difficult and angry customers; recognize potential danger and take appropriate action to ensure safety and security; process a wide variety of legal forms and documents in compliance with established procedures, mandated time lines and judicial discretion; maintain professional composure during stressful situations; maintain  a high level of professionalism and confidentiality in all interactions and activities.

Ability to use good judgment in applying guidelines to a wide variety of work situations.

Must be able to communicate clearly and effectively, with employees, members of the public representing diverse educational levels and backgrounds, and with officials at all levels of government utilizing well developed communication skills, both written and oral, with appropriate use of business English, and plain English, including but not limited to correct grammar, vocabulary, letter composition, editing, spelling, and punctuation. Must be able to prepare written correspondence, draft documents, and record minutes accurately and efficiently.

Ability to establish, facilitate, and maintain effective working relationships with other employees, the public, community organizations, private companies and government agencies; to consistently and continually demonstrate tact, diplomacy, and respect to individuals, groups and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs.

Ability to work independently with self-direction; maintain sustained attention to detail and work under timeline pressures; prioritize workloads; manage multiple tasks with competing deadlines. Analytical and organizational skills are essential. Must possess ability to quickly adapt to changing priorities and demands.  Ability to positively receive feedback and take direction is essential.


PHYSICAL DEMANDS: 

Work is performed primarily in an office  or court environment while sitting at a desk or computer terminal for long periods of time or while standing for a period of time. Occasionally needs to move inside the office to access file cabinets, office machinery, and department records. Constant use of all senses including feeling/talking/hearing/seeing/listening/smelling while performing duties and while communicating with co-workers, general public and completing all tasks as assigned. Continuous and repetitive use of both hands reaching/handling/grasping/keyboarding and other fine motor skill manipulation while performing duties and operating computers. Occasional lifting/carrying objects up to 25 pounds; occasionally ascends/descends stairs, and other inclines while maintaining balance and stability. Occasional bending, twisting at knees, waist, or neck and occasional stooping, bending,  kneeling, climbing and/or crawling while performing duties. Must be able to distinguish color and maintain long-term and short-term memory to learn and remember simple to complex procedures. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


UNUSUAL WORKING CONDITIONS: 

The courtroom environment is unique and may involve exposure to potentially violent or hostile individuals.  Security and confidentiality issues, handling of exhibits, domestic violence issues, and jury integrity are daily events. May come into contact with members of the public who are angry, upset or disturbed.  Must be available to work extended hours as necessary before or after regular work hours including mornings or evenings.