Court Process Clerk (Open & Promotional)

Job Summary

This position works 37.5 hours per week.

This position performs specialized office support work in the Spokane County Clerk's Office for the Superior Court in legal process of judgments, criminal, civil, domestic, probate, guardianship, adoption, paternity, civil commitment, dismissals, appeals and juvenile dependency, offender, and truancy. The position allocated to this class is responsible to the County Clerk or a designated supervisor for the accurate, complete and timely processing, imaging and maintenance of official court records. This class is distinguished from the class of Court Clerk by its emphasis in the application of greater knowledge requiring awareness of all current laws and rules to a specific court function insuring legal implementation of certain court mandates and the complete, accurate and permanent retention of the official court record by imaging prior to, during and after court involvement of cases.

WHO MAY APPLY: This recruitment is open to all applicants meeting the minimum requirements. Priority consideration will be given to Spokane County employees in a position covered by the Master Contract (for a minimum of 6 months) submitting applications between 6/18/24 and 6/26/24. First consideration will be given to applicants working in the Clerk's office in a position covered by the 1553 Collective Bargaining Agreement (CBA); second consideration given to County-wide applicants in a position covered by the 1553 CBA; third consideration given to applicants covered by the Master Contract CBA; fourth consideration will be given to all other applicants.

TOTAL COMPENSATION:$47,637 - $66,723 annually.Total compensation is anestimatebased upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

Examples of Duties

• Prepares, processes and enters all cases and documents filed into the JIS statewide systems.

• Processes and enters all restraining orders, ensuring law enforcement has been accurately notified.

• Processes, and ensures safekeeping of all confidential reports and files and not permit examination except in conformity with court rules.

• Prepares case file folders and labels; places documents into case files; and files same.

• Reviews and prepares all documents for scanner accommodations, verifies information, and places into proper legal order.

• Scans documents into the Imaging system, and indexes and links them to SCOMIS; and ensures the image is accurate as the permanent official court record, wherein the integrity of the image must be maintained in perpetuity.

• Resolves errors, discrepancies, document deletes, re-scans and commits images to verify information in the Imaging system.

• Prints, faxes and distributes images and/or documents as required to various county, state departments and agencies, ensuring the safekeeping of confidential court records.

• Processes and enters all judgment documents and money amounts, appeals from courts of limited jurisdiction, appeals to courts of higher jurisdiction, and changes of venues to other counties.

• Maintains reports to ensure compliance with state statutes, court rules, and statistics.

• Prepares, processes and verifies dismissals for want of prosecution.

• Initiates or assists in identifying, evaluating and resolving problems occurring in day-to-day operations and in the JIS, SCOMIS and Imaging systems.

• Prepares legal documents, court orders, abstracts of judgment, and letters for transfer of assets; processes transcripts of court hearings and trials; record court proceedings in civil commitment cases; respond to or initiate contact with other agencies, attorneys and individuals when required.

• Processes all criminal judgment and sentences to Sentencing Guidelines Commission, prepares removal of rights notices to Elections Depts., Firearms reporting, Department of Licensing reporting and abstracts to various state depts.

• Prepare correspondence; advise and assist attorneys, court personnel and others in filing of proper documents in specific court areas; review and maintain current laws and rules to insure legal implementation; adapt work procedures to comply with technological advances.

• Researches microfilm, search for missing documents, files, and rebuilds court records from microfilm or Imaging system.

• Prepares for the twice weekly DV/Anti-Harassment docket by managing Law Enforcement sheets.

• Provides support and backup to the general office, as needed, by assisting other Processors with preparing documents for filing: sorting, date stamping, hole punching, and filing.

• Performs other related duties as required/assigned.

Minimum Requirements

• High school diploma or GED equivalent.

• One (1) year of experience at a level of Court Clerk or at a level equivalent to Office Assistant 3 in a related work area.

• Can substitute up to two (2) years of other clerical work.

• Two (2) years of education may be substituted for the general clerical work experience.

Selection Factors

• Knowledge of the legal terminology and the court procedures of the Superior Courts as they relate to judgments, processing all pleadings and Juvenile Court procedures.

• Knowledge of current laws and rules governing the office of the County Clerk and the specific court area.

• Knowledge of technical court processing methods, forms and techniques.

• Knowledge of domestic relations court methods, forms and techniques.

• Knowledge of technical methods used in image processing.

• Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.

• Skilled in establishing and maintaining effective working relationships with supervisors and co-workers.

• Skilled in the use of personal computer, software and equipment related to performing the required duties.

• Ability to scan and link court pleadings within the established standard.

• Ability to understand and execute oral and written instructions and to apply available guidelines to various situations.

• Ability to deal effectively and maintain good working relationships with the Court, its offices and the public.