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Court Process Specialist

Expired Job

Bellingham City OF Bellingham , WA 98226

Posted 2 months ago

Nature of Work

Closing Date/Time: Fri. 10/5/18 4:30 PM Pacific Time

Starting salary rate is at Step 1 ($3,600/month). The current full salary range for this position is $3,600/month - $4,385/month.

This recruitment process will create a Civil Service eligibility register that will be used to fill vacancies as they occur. There is 1 current full-time vacancy.

The Civil Service Eligibility Register will remain in effect for six months, or longer as established by the Civil Service Commission at a later date.


Courtroom operation functions include scheduling and docketing; coordinating cases with the law and justice community and the public; and arrangements for bench and jury trials. Probation tracking functions include acting as the judge's liaison and compliance officer for court-ordered probation or evaluation processes, pre- or post-trial, involving misdemeanor offenders.

Accounting functions include booking and adjusting court and parking fines, fees, time payment agreements, collection accounts, and Department of Licensing releases. Mail and counter receipting of cash, credit cards, and checks; daily reconciliation and preparation of bank deposits; intake of bail bonds and trust fund deposits. The Court Process Specialist works to minimize errors in court processes and procedures or identifies ethical breaches which may impact case disposition and involve substantial liability and judicial consequences for the citizen, City, or Court Process Specialist. The specialist ensures compliance with Washington State and local court rules and procedures by following designed procedures, processes and systems.


  • Prepares file for use in court which, depending on particular cases, may include police reports, original citations, treatment data, correspondence, and other confidential information. Takes appropriate action to correct deficiencies. Determines appropriate reporting from the court to the various entities involved in the case as well as outside agencies and electronic data systems.

  • Assists the Municipal Court judge at all courthouse and jail hearings to ensure the integrity of court operations by recording proceedings, maintaining logs, marking exhibits, documenting findings, and processing orders of the court. Composes the narrative for the court docket.

    Establishes receivable accounts for fines and other court costs. Sets case tracking for order compliance.

  • Provides a full range of customer services to the public at the lobby counter. Receipts parking and court payments.

    Assists with completion of time payment and community service documents. Explains court findings, directives and collection procedures to defendants. Accepts warrant surrenders and notifies the court staff and/or law enforcement as needed.

    Reconciles cash drawer on a daily basis, clears the credit card reconciliation, prepares and seals the bank deposit documents. Verifies internal audit checks with other cashiers.

  • Exercises judgment in taking appropriate remedial action for recalling warrants, no contact orders, driver's license suspensions, or collection actions in situations that are in error or with unusual circumstances. Responsible for final verification and release of no contact orders, firearm orders, and arrest warrants to various law enforcement, state, and local agencies.

  • Acts as bailiff for jury trials. Assists judge in the jury selection process, records proceedings, marks and safeguards all exhibits and evidence. Responsible for set-up and maintenance of audio-visual equipment used in the proceedings.

  • Assists in scheduling hearings, pre-trial motions, bench and jury trials. Analyzes schedule for recommended modifications and resolves schedule conflicts with the attorneys, pro se defendants and law enforcement.

  • Under the guidance of applicable City, state, and municipal codes, regulations, policies and procedures, assists with coordinating day-to-day activities, including making appropriate decisions for distribution of reports, hearing notices, and pertinent correspondence to the prosecuting attorney, defense attorney, and various other entities and individuals. Issues summonses and witness subpoenas.

    Assists in monitoring probationers to assure compliance with court orders. Corresponds with community agencies regarding probationers.

  • Responsible for the accuracy of the records pertaining to case dispositions and convictions. Certifies and enters judgments into the state and federal judicial information systems as permanent records. Issues driver's license suspension orders to the Department of Licensing and vehicle impound releases.

  • Screens and assigns individuals for indigent defense counsel by interviewing the defendant for personal financial data and analyzing the individual's ability to pay.

  • Researches and compiles defendant criminal and infraction histories and other ad hoc statistical reports from a variety of state and local electronic databases to support judicial hearings, decisions and public disclosure requests.

  • Prepares documents and digital recordings for response to individual or agency subpoenas. Testifies and certifies the authenticity of documents in municipal, district, or superior courts.


Work is performed in a courtroom environment and in a congested, fast-paced office environment. Some assignments require working in the county jail and exposure to pathogens.

Possibility of exposure to hostile, offensive language and the risk of physical harm associated with the emotional climate of court proceedings. Position may be exposed to graphic evidence of offenses and potentially hazardous physical and chemical evidence. Counter assignments routinely include interactions with angry, volatile or mentally ill individuals who may be verbally abusive and/or threatening. Experience and Training

  • Two years of clerical experience working in a court, probation, police record services or legal environment.


  • Three years progressively responsible clerical experience with a focus on complex data entry, scheduling, recordkeeping and bookkeeping including two years of experience providing support directly to the public or external customers. Two years of college level education in criminal justice, sociology, paralegal, business administration/accounting may be substituted for two years of general clerical experience.

  • Ability to type 45 wpm NET. A recent typing score (since September 1, 2018) is required as part of your application. Please review the directions.

Necessary Special Requirements

  • Employment contingent upon passing a criminal convictions and local background check.

  • Some assignments may require access to law enforcement databases. Access to these databases requires fingerprinting and a more extensive examination of an individual's criminal history.

  • Must be willing to sign confidentiality agreements with the State of Washington and the Court in regard to ethical standards and database access and use.

  • May be required to work overtime as required for jury trials or to process materials with legal deadlines.

  • This position is represented by a union and union membership is required within 30 days.

Selection Process

Applications are initially reviewed for minimum qualifications and a standard degree of completeness. Candidates must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position.

This includes completing all application fields and supplemental materials. If you do not provide adequate responses in your application materials to determine qualifications, the application will be rejected as "reviewed, not selected for additional assessment". Applicant status will be updated on/around October 8, 2018.

The applicants that meet minimum qualifications will go through an Application & Supplemental Question Review. Relevancy of your experience and training, together with composition, grammar, spelling and punctuation will be considered when evaluating responses.

Provide as much detail as you believe will fully describe your experience and training. Resumes and work experience listed on the application will not substitute for responses to the Supplemental Questions. Applicant status will be updated on or around October 16, 2018.

The top twelve (12) scoring candidates from the Application & Supplemental Question Review will be invited to participate in an Oral Board Interview, tentatively scheduled for October 25, 2018 and October 26, 2018.

Candidates will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: Application & Supplemental Question Review (40%) and Oral Board Interview (60%).

The final candidates will be referred to the department for additional assessment.

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently.

Fair Hiring Practices

  • The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.

  • The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.

  • The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.

  • The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

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Court Process Specialist

Expired Job

Bellingham City OF