Job DescriptionDepartment: Whitman County Superior Court Clerk
Application: Apply at whitmancounty.org
Purpose
The Deputy Clerk provides customer service to internal and external customers by performing a variety of administrative and technical support activities to the public, the judiciary, Prosecuting Attorney’s Office, local and state agencies and various law offices on legal processes, and courtroom proceedings, contributing to efficient office operations according to established departmental and county policies, state laws, state court rules, local court rules, office procedures, and other applicable government regulations.
The Deputy Clerk performs a wide variety of highly responsible technical operations and legal
process work providing confidential and specialized support services for the Clerk in support of the Superior Court including review of case files and pending matters, preparation of
misdemeanor and felony criminal and civil files for trials and hearings, and recording minutes and monitoring all court room proceedings as required by Washington state law. Case types include Appeals from lower courts and agencies; Civil law with claims greater than $ 10,000.00; Family law and custody matters; Probates; Minor and adult guardianships; Adoptions; Parentage actions; Mental health commitments; Restoration of gun rights; Child dependencies; Termination of parental rights and all Juvenile offender cases. The Deputy Clerk drafts motions and orders, notices and correspondence. Work requires a high degree of resourcefulness, reliability, confidentiality, accuracy and speed, and the ability to multitask and prioritize while communicating pleasantly and clearly under stressful conditions.
The Deputy Clerk manages public, confidential, and sealed court records, which absent court
order must be held indefinitely. Due to the nature of felony criminal cases, exhibits can be
disturbing in subject matter and often are biohazardous and/or must be handled with caution
and security (blood, DNA samples, weapons, drugs, large amounts of cash, etc). Upon court
order, the deputy clerk independently issues Arrest and Bench Warrants and Writs. The margin for error is minimal. Substantial liability exposure exists for the County in the course of employees’ decisions and actions. The position routinely interviews defendants via email,
telephone or in person to obtain needed information to evaluate the status of each cause of
action and determine the next appropriate action. The duties require routine exercise of
independent judgment. The Deputy Clerk is exposed to disgruntled, aggressive or unstable
individuals, and must be able to remain calm to de-escalate potentially serious emergency
situations.
The Deputy Clerk provides support services to the elected Clerk in conducting and managing
transactions related to departmental Accounts Payable, Accounts Receivable, and the Clerk’s
Trust Account/Court Registry. The Deputy Clerk supports the Clerk’s management of the Superior Court jury pool for trials.
Essential Functions
• Provide efficient and prompt customer service at the public counter, via mail, email
and phone to include status of cases, information to defendants, litigants, general
public, media, attorneys, and our law and justice partners, regarding court process,
forms and rules. Perform department functions by responding to records requests,
inquiries, or questions by researching, reviewing, analyzing, tracking, or reconciling
and communicating policy interpretation, sharing detailed and/or technical
information, making recommendations, and providing procedural advice, reports, or
answers in scope of knowledge or authority or referring to appropriate outside
resources. Act as liaison between attorneys, other court related agencies and the
judicial officer.
• Assist staff and customers in resolving technological problems, give instructions,
correct errors and monitor progress
• Create and/or issue legal documents such as subpoenas, summons, warrants, warrants
of commitment, writs including writs of garnishment, writs of execution and motions as
per state law and court order. Receive and review legal documents for completeness,
conformity, jurisdiction and validity and compliance with court rules and procedures
• Review pleadings received by mail, in person, and via e-filing for accuracy,
completeness, and compliance with state laws and court rules
• Responsible for all facets of case progression, including processing new criminal,
family law, civil, protection order and infraction case filings; docketing; calendaring;
scanning/indexing; and managing cases from inception to conclusion, ensuring
accuracy of electronic case filing system entries into the statewide database, and
responding to inquiries regarding filings
• Document court actions and procedures by updating case information on the state
court case management system. Monitor court audio recording software to
ensure an accurate record is created, make point of event entries and prepare a
brief summary of the proceedings. Maintain recording logs, mark exhibits and
process orders of the court
• Monitor public areas for possible security issues by recognizing subtle changes or
threatening behavior of court litigants. Contact law enforcement when necessary
• Maintain confidentiality of all sensitive reports, correspondence, conversations,
special inquiries, closed proceedings or other confidential matters.
• Perform criminal background checks for FBI, Armed forces recruiters and other
agencies
• Disseminate court record information in accordance with court orders,
procedure and state guidelines
• Expedite documents for court proceedings and ensure timely review by judicial officer
following established procedures and guidelines. Determine process for coordination of
emergency orders needing presentation before the court
• Stay abreast of changing laws, court rules, court technology, policies and procedures
• Create and adjusts accounts receivable and receipts court fines, bail, restitution,
penalty assessments and fees. Monitor cases for timely payments
• Manage registration, use, renewals, and billing of Odyssey Portal user accounts
• Process departmental accounts payables and accounts receivables using county
policies and procedures via Odyssey Navigator and New World
• Review and post judgments online judgments for the public to search
• Act as a US Passport Agent, in executing passport applications by screening documents
submitted as evidence of U.S. citizenship, and ensuring the application form and
supporting documents are correctly submitted. Collecting the passport fees and
administering the oath and witnessing signatures on the form, affixing the authorized
seal and endorsing the passport transmittal form. Agents must meet strict requirements
and attend rigorous annual training to maintain national security
• Participate on various task forces and committees; attends meetings and participate
in training
Physical Requirements
The physical demands described are representative of those that are required of an employee to successfully perform the essential functions of the position; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to: stand, walk, sit, use hands and fingers to handle or feel. The employee is occasionally required to reach with hands and arms, stoop, kneel, and crouch. The employee is occasionally required to lift and/or move up to twenty (20) pounds. Specific vision abilities are required for this position include close vision. The Deputy Clerk must have the ability to remain calm during potentially serious or emergency situations.
Knowledge
• General knowledge of laws and regulations, county policies and procedures, as well as
principles, practices, procedures, techniques, terminology, and related tools and technology
as they relate to area(s) of assignment including court administration, and jury management. Must stay current with legislative changes, state and local court rule changes affecting the Superior Court Clerk’s office
• General skills in troubleshooting and resolving issues or problems by analyzing information,
identifying alternative solutions, interpreting compliance documentation, projecting
consequences of proposed actions, and implementing recommendations in support of goals
• Handling money, basic bookkeeping and mathematics, knowledge of computerized
cashiering systems, ability to follow financial guidelines in accordance with the State Auditor’s Office and approved office policy and procedure
• Proficient time management and mental and physical organization skills that support the
ability to focus, have clarity, and use strategy to fulfill a variety of tasks successfully
• General skills in data entry, typing, Microsoft Office Suite, and the ability to learn and have
proficient skills in the current County-wide enterprise resource planning software. General
skills in Outlook, the internet for research, and the ability to learn and have expert skills in
the Odyssey case and document management system, which is the official court record for
the Superior Court for Franklin County. FTR (digital recording) software or systems, WebEx
video conferencing, Judicial Access Browser System (JABS), Department of Licensing (DOL)
reporting, Federal Bureau of Investigation (FBI), reporting
• Ability to write and speak clearly and concisely, to express ideas and recommendations
effectively orally and in writing, and communicate department, technical, or industry
information, policies, requirements, and procedures in a language understood by co-workers
and the general public
• Ability to maintain the confidentiality of sensitive or confidential information
• Ability and willingness to establish and maintain communication and working relationships
with peers, representatives from other agencies, vendors, public officials, and the general
public using courtesy, tact, and discretion
• Ability to work independently, organize and prioritize several ongoing and frequently
changing assignments to meet deadlines, and communicate changes and progress to
supervisor and staff, remaining calm during emergency situations
Supervision Exercised and Received
No assigned supervisory responsibility.
Selection Criteria
• Knowledge
o Of the rules of English grammar, spelling and punctuation
o Of modern office practices and procedures
• Ability
o To work with minimum supervision while independently coordinating
multiple tasks and establish priorities to accomplish workload in a highvolume, high- stress environment
o To make consequential work decisions in accordance with laws, regulations,
court policies and procedures
o To follow, understand and apply prescribed procedures, policies, laws
and regulations to the legal processing activities of the court
o To handle sensitive and confidential matters and situations; and exercise
good judgement under stressful circumstances
o To manage interaction with hostile individuals
o To maintain effective communication both verbally and in written form
o To maintain balanced cash drawers, accurately providing change when
accepting payments
o To maintain accurate and complete court records
o To develop and maintain effective working relationships with
management, employees, elected officials, and the general public
o To demonstrate resourcefulness and tact in public contacts
o To utilize necessary computer applications at an advanced level
Experience, Education, and Training
• High School Diploma or equivalent.
• Two years of progressively responsible experience within a legal or court environment
• Completion of a post-secondary legal occupation training or education program
is preferred and may be substituted for up to two years of experience
• Any combination of training and experience that would provide the required
knowledge, skills and abilities will be considered.
• Keyboarding efficiently at 45 wpm.
• Ability to pass a criminal history and background check.
ADA/EOE