Receptionist/Runner (Open & Promotional)

Job Summary

This position works 37.5 hours per week at the Spokane County Prosecutor's office.

This position performs varied legal support work for attorneys, judges, court commissioners and other judicial officials. Positions in this classification are generally responsible for word processing of standard legal documents, public contact involving communicating legal information and responding to questions, reading mail and composing responses and other routine clerical support work in a legal office environment. The position allocated to this class performs work in support of legal office functions that requires independent judgment within established policy guidelines and a clear understanding of legal terminology, processes and procedures to develop routine and moderately complex legal documents from brief oral instructions of the attorneys, judicial officers or managers. Work is largely procedural, but incumbents must frequently use judgment in application or choice of established procedures and sequence of activities to achieve the most effective performance of job duties. Incumbents do not normally supervise others. However, employees with considerable experience may train new employees and may be called upon to assist in resolving unusual or difficult problems. This series is distinguished from the Secretary 1 classification in that the work performed involves technical legal clerical support in a legal office environment. Work is reviewed periodically for accuracy and adherence to established policies and procedures and quality of service provided.

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 submitting applications between 5/7/24 and 5/14/24. First consideration will be given to applicants working in the Prosecutor'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:$45,384TO$63,495.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

• Performs counter and/or phone work providing information to the public that requires limited interpretation of established policies and procedures; provides attorneys, judicial officers and other interested parties information regarding the status of cases and legal procedures while maintaining security and confidentiality.

• Performs reception work; enters and retrieves information using appropriate computer based data system; answers routine questions requiring a basic understanding of the functions of the department and prepares routine reports requiring the extraction of database information using established policies, procedures and maintaining security and confidentiality.

• Prepares reports requiring the extraction of database information using established policies and procedures.

• Creates and maintains files by extracting information from local and state databases; enters new client/defendant and other information into computer database, orders client/defendant records and documentation, extracts information from files; and

• Prepares standard legal forms and is responsible for closing, storage and/or destruction of files.

• Uses considerable skill in word processing, spreadsheet and presentation applications, generates routine and moderately complex legal documents such as briefs, motions, legal pleadings, appointment letters and other routine correspondence, reports and memorandum with minimal instruction and in support of assigned attorney(s), judicial officers or managers; secures appropriate signatures, case numbers and authorizations and mails or routes as designated.

• May prepare responses to legal correspondence either from dictation or oral instruction; obtain required signatures and mail or route as designated.

• Responds to questions and provides answers to parties regarding case status in accordance with regulations on public records and confidentiality. Monitors custody status of defendants on a daily basis. May determine eligibility for first appearance.

• Responds to discovery requests from opposing counsel per statutory time limits.

• Provides appropriate documentation per statute and court rules.

• Contacts other attorneys and parties to legal actions to obtain or relay technical information related to the case. May interact with other county and outside agencies.

• May schedule meetings and appointments, arranges meals, travel and accommodations.

• May collect information in accordance from defendants in accordance with departmental policy and procedures. Assists in caseload management and monitoring of case plans. Reviews reports for timeliness, accuracy and validity to ensure full compliance.

• Opens, date stamps, sorts and distributes incoming mail and processes outgoing mail.

• Photocopies various legal documents and ensures proper distribution.

• Receives, labels, logs, files and retrieves data; checks information for accuracy; and makes necessary corrections as authorized.

• Orders and maintains supplies of legal forms and office materials.

• May assist other staff in cashiering duties to provide internal controls for routine financial transactions.

• May provide dockets or calendars for review, as well as support in a courtroom setting.

• Performs other related duties as required/assigned.

District Court Probation

• Checks in defendants coming from court or those needing referrals.

• Determines if defendants are eligible to take Alive @ 25 classes, or Attitudinal Dynamics of Driving class; assists defendant with enrolling and assigns class dates; creates certificates for classes; and creates dismissal orders when instructor is not available to do so.

• Scans registration forms and certificates for Alive @ 25 and Attitudinal Dynamics of Driving classes, into the Court Imaging system.

• Sets appointments for defendants to meet with Probation Officers, for Veterans Court, Intensive Supervision Therapy Court (ISTC), and Mental Health Court.

• Updates pamphlets for Alive @ 25 program and Attitudinal Dynamics of Driving programs.

Prosecutor

• Provides training to newly hired Secretaries.

• Provides information to clients regarding eligibility to join the relicensing program.

• Performs intake for client, explains program, and directs them in what is needed to be in the program.

• Processes monthly letters to clients needing to make payments.

• Reviews, prioritizes and inputs law enforcement referrals by entering new defendant and other information, and extracting information from local and state databases, accurately and efficiently.

• Copies, fax, scan, email and/or distribute every case file for Drug/Traffic, Property/Fraud and Domestic Violence Unit, prioritizing files to ensure that sensitive documents are received by other departments/agencies within the required time frame.

• Responds to discovery requests by inputting opposing counsel information and providing them with appropriate documentation per statute and court rules using various computer programs for the Drug/Traffic Units.

• Communicate consistently with attorneys, supervisors, law enforcement, secretaries, advocates, victims, witnesses, vendors and other agencies with procedural knowledge and courtesy, while maintaining appropriate confidentiality.

• Receives scheduled and non-scheduled visitors utilizing a logbook and maintaining security using telecommunications and security cameras.

• Deals appropriately with sensitive and/or potential situations, resolves conflict and problem solves using confidentiality, discretion, patience, empathy and professionalism.

Minimum Requirements

• High School Diploma or GED equivalent.

• One year of work experience which includes working with the public, customer service, and performing basic administrative tasks. Law office or legal environment preferred.

• A comparable amount of related coursework may be substituted for the required work experience.

Selection Factors

• Knowledge of legal terminology, legal and regulatory requirements, procedures and standard content of documents (including document formatting per court rules) and records as required by the position.

• Knowledge of general legal office practices and procedures.

• Knowledge of business English, grammar, punctuation, and spelling; word processing, database and presentation applications, including the knowledge of macros.

• Knowledge of the operation of general office equipment such as copiers, faxes, telephones, personal computers.

• 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 co-workers, public officials, and the general public.

• Ability to accurately keyboard a minimum of 50 words per minute.

• Ability to deal appropriately with sensitive and/or potentially volatile situations.

• Ability to resolve conflict and problem solve using confidentiality, discretion, patience, empathy and professionalism.

• Ability to understand and apply legal guidelines and regulations to varied operational requirements.

• Ability to prepare legal documents and correspondence using appropriate formatting, terminology and references.

• Ability to maintain confidentiality.

• Ability to accurately complete work within established timeframes.

• Ability to adhere to prescribed office routines, policies, procedures and directions.

• Ability to maintain a professional personal appearance and courteous attitude toward the public and fellow employees.