SPECIALTY COURT CLERKWHATCOM COUNTY JOB DESCRIPTION
POSITION: Specialty Court Clerk RANGE: 109.0
DEPARTMENT: Superior Court FLSA: NE
REPORTS TO: Chief Deputy Clerk EEO: 6
SUMMARY
Serves as clerk for Superior Court proceedings with responsibility in civil, domestic, probate,
paternity or criminal calendars and /or jury and non jury trials of all types. Transmits notices of
appeal to the Court of Appeals and the Supreme Court. Designated clerk for highly confidential
special inquiry and one party consent and search warrant hearings and files. Independently
performs routine, complex, and diverse clerical, secretarial, accounting, bookkeeping, and cash
handling support functions to facilitate the workflow and to assist in departmental activities
Functions as a member of a team performing routine and complex level work supporting other
positions. Works independently, acts as a lead and trains other staff.
Depending upon assignment, the incumbent may perform some or all of the following duties,
which are a representative sample of the level of work appropriate to this position.
ESSENTIAL JOB DUTIES
Serves as in -court clerk on civil, domestic, probate, paternity or criminal calendars and /or jury
and non jury trials of all types.
Independently performs routine, complex, and diverse office and clerical support in accordance
with policies, procedures, laws, rules, regulations, confidentiality and other requirements.
Prepares court calendars, calls court to order, takes detailed minutes, marks exhibits, securely
transfers exhibits to controlled access vault, enters all information from assigned court cases into
computer system and processes all associated paperwork.
Serves as clerk for confidential special inquiry, search warrant, and one party consent hearings
and files and maintains a confidential inventory record. Assists judiciary in preparing yearly one
party consent report.
Prepares Clerk's papers on all Superior Court cases appealed to the Court of Appeals or the
Supreme Court, in an accurate and timely manner. Certifies court orders and other documents.
Prepares transmittal letters and mails requested documents, verbatim reports and exhibits.
Prepares and mails a copy of the case docket for the counsel of record.
Works independently, acting as a lead and resource and providing training to other staff as
assigned.
Assists the public and legal professionals with filing cases and paperwork; arranges for court
hearings; calculates, receives and receipts court payments and fees; balances daily financial
transactions and cash drawer and posts appropriate entries in conformance with department
procedures, as assigned.
Issues writs of restitution, garnishment, attachment, and habeas corpus in accordance with court
rulings.
Maintains monthly computerized billing system of account receivables and aggressively pursues
all avenues of collection. Plans, directs and documents the collection of court ordered
obligations. Enters defendants into installment payment /accounts receivable module upon
sentencing and /or restitution order entry. Monitors compliance with payment agreements of
monetary obligations for adult convictions through Superior Court.
Interviews and maintains contact with clients and criminal defendants on their ability to keep
payment agreements current. Reviews and reports back to Superior Court Judges. Runs reports
which show collection statistics and reviews reports with Clerk of Court, County Prosecutor and
Finance Department.
Researches, compiles data, transfer delinquencies from other state databases to collection
agency. Responds to queries relating to delinquencies. Serves as the primary liaison with
contracted installment payment collection agent vendors.
Identifies customer needs, explains services clearly and promptly responds to requests.
Evaluates priorities and independently addresses routine, complex and diverse matters, inquiries
and complaints.
Organizes, updates, maintains, purges and archives databases, files, records and other documents
according to guidelines. Modifies processes and troubleshoots routine and complex problems as
needed.
Prepares, makes recommendations, edits and /or updates routine contracts, agreements,
correspondence, procedures, reports, case -close out recommendations, collections policy and
procedures manual and other legal and court documents. Runs and compiles routine and
complex and diverse reports.
Collects, researches, verifies, enters, updates and retrieves computer data.
Maintains current desk procedures and tasks to explain responsibilities of position.
ADDITIONAL JOB DUTIES
Orders, inventories, maintains and distributes office supplies, equipment and materials. Makes
arrangements for equipment maintenance and repairs.
Serves as receptionist, answering telephones and responding to walk -in inquiries, as assigned.
Prepares and mails notices, checks, court orders and other documents, as assigned.
Submits report of non - compliance to Prosecutor for violation processing, as assigned.
Reviews brief email updates on Session Laws and Appellate Court decisions for changes in laws
affecting statutory limits, as assigned.
Assists with the development of office procedures, tasks, workflow, routines and systems, as
assigned.
Performs all duties of lower- and similarly classified positions and other duties as assigned.
QUALIFICATIONS
Requires a high school diploma or GED AND three years of progressively responsible clerical
and /or secretarial experience including a minimum of one year experience in a court setting OR
two years in a legal environment.
Completion of 15 credit hours of accounting or bookkeeping courses beyond high school is
highly desirable, depending on area of assignment.
Requires knowledge of.•
The field of assignment sufficient to perform thoroughly and accurately the full scope of
responsibility as illustrated by example in this job description.
Secretarial, clerical and office management principles, procedures, functions and
practices; recordkeeping and telephone systems; basic mathematics, bookkeeping
principles and practices; and English composition and grammar.
Basic court rules and collections procedures.
Computer operation and a variety of office software including word processing, database
and spreadsheet applications.
Safety precautions, practices and procedures applicable to the area of assignment.
Requires the ability to:
Listen attentively and communicate effectively, both orally and in writing, in clear,
concise language appropriate for the purpose and parties addressed.
Use tact, discretion, respect and courtesy to gain the cooperation of others and establish
and maintain effective working relationships and rapport with co- workers, volunteers,
lawyers, court officials, representatives of other agencies and businesses, other
departments, officials and diverse members of the public.
Provides work direction, advises, trains and reviews the work of other staff, as assigned.
Fulfill the commitment of the County to provide outstanding public, inter- and intra-
departmental customer service.
Be attentive to detail, maintain a high degree of accuracy, make basic mathematical
calculations and recognize, resolve and correct discrepancies in data or information.
Read, understand, interpret and apply appropriately the terminology, instructions,
policies, procedures, legal requirements and regulations pertinent to the area of
assignment.
Organize, prioritize and coordinate work assignments. Work effectively and
independently in a multi -task environment. Take appropriate initiative. Apply good
judgment, creativity and logical thinking to obtain potential solutions to problems within
the scope of knowledge and authority or refer to the appropriate source. Develop ways to
improve and promote efficient work methods. Exhibit reliable attendance and
punctuality.
nitiate, compile, compose and /or edit correspondence, records, narrative, statistical and
financial reports and other documents relevant to the area of assignment. Proofread
effectively for arrangement and grammatical composition.
Proficiently operate office equipment standard to the area of assignment. Type
accurately and proficiently with a speed of 45 net words per minute. Use a calculator by
touch with accuracy at 150 strokes per minute.
Maintain current knowledge for assigned areas and adapt to new technologies, keeping
technical skills up to date.
Work independently and cooperatively as a member of a team.
Maintain confidentiality.
SPECIAL REQUIREMENTS
Required to take the oath of Deputy Clerk,
Criminal Justice level background check must meet County criteria.
Completes review of all applicable Cash Handling policies within the first week of employment.
Must pass job - related tests.
Required to become a member of the local collective bargaining unit.
WORKING CONDITIONS
Work is performed in an office, courtroom, or jail setting. Sits or stands for long periods of
time. May occasionally lift and carry items weighing up to 35 pounds. Moves throughout the
Courthouse facilities. May be required to attend meetings or perform duties outside of normal
office hours. Possibility of exposure to hostile and offensive language and the risk of physical
harm associated with the emotional climate of court proceedings. Exposure to graphic evidence
of felony offenses and potentially hazardous physical and chemical evidence. Uses appropriate
safety equipment and follows established work safety policies, practices and procedures.
The statements contained herein reflect, as of the date signed, general details as necessary to describe the principal functions of this job, the level
of knowledge and skill typically required and the scope of responsibility, but should not be considered an all - inclusive listing of work
requirements. Individuals may perform other duties as assigned, including work in other functional areas, to cover absences or relief, to equalize
peak work periods or otherwise to balance the workload. At its sole discretion, Whatcom County may consider combinations of education,
experience, certifications, and training in lieu of specifically required qualifications contained herein.
Whatcom County provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color,
religion, national origin, sex, age, marital status, sexual orientation, disability, military service, genetics, and any other legally protected class.
Whatcom County also complies with applicable state and local laws governing nondiscrimination in employment.
Employee Status: This is an FLSA non- exempt position and, as such, is paid hourly and is
entitled to overtime.
Signature Date
.\,lministraliH' llsl'
JDE Job Entry IDE Special ReC1iiireme·nts Job Code: S537 Reason for Change: Security: Security3 Medical Privacy: N Job Group: NA Driving: Rarely Physical Capacity: N W/C Code: 1501 Reclassification CDL:N Physical: N Group: 1000 BBP:N Polygraph: N Cash Handling: Y Psychological: N
Perfonnance Evaluation Form: B3 SPECIALTY COURT CLERK.SC.JOB HC9.15.2016