Deputy Clerk 1

Position Summary

Perform a full range of office clerical, reception, and support services to assist Superior Court as well as the general public, attorneys, outside agencies and judges. Services in the Clerk’s office include, but are not limited to, answering phones and researching case information, receipting payments for fees and legal financial obligations, opening new case files and scheduling hearings for eight (8) case types: Criminal, Civil, Domestic, Probate, Adoption, Dependency, Truancy, and Juvenile. Issuing passports, filing documents, docketing court hearing information and performing various other services as explained and assigned below. Deputy Clerks are also responsible for protecting the confidentiality of court records and the maintenance and retention of those records as directed by the Clerk and the Secretary of State.

The County Clerk’s office provides administrative support to four (4) Superior Court departments covering criminal, civil, domestic and juvenile matters. These court activities involve a large volume of documents which must be processed through the Clerk’s office, many of which contain highly confidential information.

For each Superior Court department, the Clerk’s office provides a courtroom clerk, prepares files and dockets, and provides numerous administrative support services needed for day-to-day operation of Superior Court. The office experiences a high volume of phone calls, front counter inquiries from the general public, and time sensitive requests from outside agencies and attorneys who require Clerk’s office services for the following: case information, conforming/certifying pleadings, opening new case files, issuing bench warrants pursuant to Court orders, writs, letters testamentary and documenting judgments , to name a few.

In addition to the separate court activities, all clerks are registered Federal Passport Agents who must pass annual testing in order to provide passport services to the general public.

New incumbents must successfully complete a six (6) month introductory/probationary period. Training in the office depends on the level of experience and may take one (1) to three (3) years to complete, depending on cross training necessary in the office.

In order to promote from a Deputy Clerk 1 to a Deputy Clerk 2, an employee must fulfil all of the Deputy Clerk 1 position requirements and have trained as a courtroom clerk in at least one (1) of the following four (4) specific departments of Superior Court (excluding trials); Criminal, Civil, Domestic and Juvenile.

Essential Duties and Responsibilities

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Employee must comply with all County and department policies, procedures, WAC’s, or other regulatory bodies.

• 
  Office Operations: This position performs the support services required by the Superior Court including: docket and case file preparation and maintenance for eight categories, which includes 16 different types of cases. The successful candidate will be competent at office administrative support practices; Microsoft Word, Excel, and Outlook; the internet and intranets; file preparation, management and recordkeeping; scanning and imaging software. A Deputy Clerk 1 will process and/or complete documents such as motions, orders of dismissal, judgments and issue writs; review file for ability to issue, sign and process bench warrants, garnishments, subpoenas, and letters testamentary. Examine legal documents submitted to court for adherence to procedures and/or form and if incorrect, notify parties and request corrections. Identify and route documents to the appropriate judge/department. Accurately enter case related data into the Superior Court Case Management System (SC-CMS). Much of this data will be placed on credit reports and criminal records. The successful candidate will have superior written and verbal communication and customer service skills. Be able to work as a team, have a basic knowledge of statutes, and be detail oriented. A Deputy Clerk 1 will also collect fees, fines and funds paid into the Court. Explain procedures and/or forms to parties in cases. Protect the security of the Clerk’s office by screening the public as to whether or not they are allowed to come inside (such as attorneys, law enforcement, legal secretaries). Additional support duties include filing; answering phones; reviewing files/documents to determine if it contains a judgment and entering judgments into SC-CMS within 24 hours of the Court’s order; print, process, and distribute daily reports; make regular, certified and authenticated copies; process appeals as assigned; and perform any other duties as assigned by the Clerk, and Chief Deputy Clerk. This position requires a candidate to maintain high levels of confidentiality and superior ethics. They will have excellent interpersonal and sound judgment skills, maintain a strong commitment to public service, quality performance, professionalism, have good coping skills, and be able to separate personal issues from the workplace.
• Serving as Passport Agent: Agents must be approved by the Department of State under specific criteria and qualifications and are trained to follow procedures and detailed practices as follows: upholding legal responsibilities as an Acceptance Agent; accepting and properly allocating only authorized fees as established by the U.S. Department of State; making passport records available to the Department of State Office of the Inspector General for review, monitoring, audit or investigation; staying current on procedures via training, newsletters, and notices from Passport Services. An agent is also responsible for verification of acceptable photographs; able to identify and screen evidence of U.S. citizenship; give oaths; ensure that all documents are handled and stored securely and that the applicant’s personally identifiable information is protected; able to identify and notify the agency of suspected fraudulent behavior and/or information; ensure that all materials needed to process the application are correctly submitted and attend mandatory training on an annual basis.

Education, Experience, and Licensing

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of education and experience may be substituted as long as it provides the desired skills, knowledge and abilities to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required

• High school diploma or GED;
• Minimum 18 years of age or older;
• Proficient in Microsoft Word, Excel, Outlook and the internet;
• Typing - minimum 45 WPM;
• Minimum of two years customer service experience working with the public.
• Valid Driver’s License with proof of automobile insurance.
• Background Check: Must be able to pass a background check.
• Driving Abstract: Must be able to prove an acceptable driving record.
• Federal passport agency requirements: Must be a U.S. citizen or U.S. national.

• Associates degree in business, office administration, or related field;
• Two years of experience working in a judicial system, or work related to judicial or legal practices and involving the preparation of pleadings, reports and/or formal correspondence;
• Proficient in programs used by Clerk’s Office, e.g., SC-CMS, JABS, imaging software and receipting system;
• Bilingual in English/Spanish. (If you speak a second language you may be asked to interpret in the performance of your job duties.)

Physical Abilities and Working Conditions

Work is carried out principally in an office and/or courtroom environment involving contact with the public, judges, attorneys, and others where there may be some occasional exposure to individuals displaying antisocial, aggressive, or hostile behavior either in person or by phone. May on occasion be asked to stay to assist with processing documents from court and/or other follow up as necessary to fulfill Clerk’s office responsibilities and requirements in a timely manner.

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak, reach with hands and arms, stoop, kneel, go up and down a ladder and/or step stool to retrieve/file away court files, and lift up and/or move up to 50 lbs. of unequal weight. The position requires the employee to stand and/or sit for 8+ hours per day, 5 days per week. Specific vision abilities required by this job include close and distant vision, peripheral vision, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.