Office Specialist - Yakima, WA

Employer: Yakima County Juvenile Justice Center

Job Description:
This recruitment may be used to fill future vacancies that occur within 90 days of the closing of this position. (This excludes Yakima County Sheriff's Office and Department of Corrections)

Responsibilities:

Compensation: $16.74 per hour/37.5 hours per week

Job closes: February 2, 2021 at 11:59 pm

There is one position with the Yakima County Juvenile Court recruiting an Office Specialist. Position is responsible for performing routine and specialized clerical support activities for Juvenile Court, Probation Counselors and Guardian Ad Litem personnel.

This position requires a typing test with a minimum of 50 net words per minute, to be taken online. Candidates meeting preliminary review of minimum requirements will be sent a link to take the online typing test. Please note that you must complete the typing test requirement within 48 hours of the job closing date to be considered.

Essential Duties:

Process new referrals from law enforcement agencies and Washington State Attorney General's office. Prepare packets for Prosecutor and/or the Attorney General's office for filing of charges and dependencies. Create and update legal files; prepare legal documents for Probation staff; Prosecuting Attorneys, Attorney General's Office for entry into court case files and update state Judicial Information System (JIS) and Juvenile and Corrections System (JCS).

After court, interpret, summarize and record written judicial orders and diversion contracts for case files and update JIS/JCS.

Disseminate criminal or dependency history and/or highly sensitive information to appropriate state agencies and/or contract providers, schools or other officials as required by RCW and confidentiality policy.

Transcribe and/or prepare and mail correspondence, legal documents and court reports; respond to mail, phone and in person inquiries regarding hearings, diversion, records, professional services and office procedures. Update departmental database for Guardian Ad Litem Dependency Court Program and the Diversion Database and provide statistical reports for state reporting and auditing purposes.

Monitor expiration dates of criminal and dependency cases and close files in statewide Juvenile Information System database and departmental databases. Process diversion, criminal and dependency case files for closure, checking all legal case numbers to ensure closure is appropriate. Send closure letters to juveniles with copies to probation, dependency court staff and/or diversion staff or volunteers. Notify Department of Licensing of closures, and County Clerk’s office of money owed.

Coordinate with Administrative Office of the Courts (AOC) when mistakes in records are discovered. Review records for completeness/accuracy when presented by other staff for combining and/or deleting. Contact other courts/clerks to move cases from one record to another. Delete records from JIS system after verifying records are duplicates.

Completing functions as Truancy Support Staff for processing Truancy, Youth at Risk and Child in Need of Services petitions, contempt motions and warrants. Updates Juvenile Information System with court decisions. Prepares legal documents as requested by Truancy Coordinator and/or Intake Probation Officers. Dockets court cases and inform appropriate court staff of upcoming cases or changes in court calendar.

Provides quality assurance review of all Risk Assessments for accuracy. Calculates risk scores and updates the department database, runs monthly late reports for supervisors and yearly statistical reports for state grant reporting/auditing.

Process volunteer applications for the GAL Dependency Program (20-30 per year) and prepare training materials for GAL orientation and educational training.

Act as back up to receptionists, answering and directing phone calls to appropriate staff, sorting and distributing mail for all departments located in Juvenile Justice Center. Provides assistance to the general public, law and justice and State agencies. Perform other duties as assigned. Provides training and assistance to other support staff regarding procedures and policies to ensure compliance with governing laws, rules and regulations and standards.

Performs other duties as assigned.

Education and Experience:

High School Diploma or GED and three (3) years of specialized or technical training beyond high school (General Office Experience). Training should lead to a general understanding of legal documents, court procedures and administrative functions. Experience related to the law and justice field, such as legal secretary, paralegal or civil or criminal justice work is preferred. Education may substitute for experience.

Required:

Valid WA State Driver’s License or ability to obtain one at the time of appointment; and proof of insurance, if requested.

Requires successful completion of a keyboarding (typing speed/accuracy test) with a minimum of 50 net w.p.m. at time of application.

Applicants must be at least 21 years of age at time of appointment.

Applicants selected for final interviews are required to complete a criminal and abuse/exploitation history disclosure statement pursuant to Chapter 486 laws of 87, Sections 1-5. Criminal arrest history or history of traffic offenses may be disqualifying. Final applicant will be fingerprinted and hired subject to the results of a background investigation.

Successful completion of general employment verification.

Please note: Written exercises will be administered at time of interview.

This is an AFSCME Local 87 Master Contract Bargaining Unit position.

Preferred:

Bi-lingual and bi-literate in Spanish is preferred but not required.

Proficiency with Microsoft Word, Access, Excel and Publisher.

Knowledge: Upon entry what specific knowledge would an individual need to assume the duties of this position

Grammar, spelling and punctuation;

Filing and File maintenance techniques;

Basic keyboarding and computer data entry;

Computers, data processing and word processing software and methods of input;

Roles and responsibilities of the judicial system departments and law enforcement agencies;

Modern office practices and procedures;

Customer service techniques; and

Time management.

Skills (and abilities): Upon entry what specific skills/abilities would an individual need to assume the duties of this position

Ability to maintaining confidentiality;

Critical thinking skills sufficient to summarize and interpret court rulings, written opinions, legal documents, contracts and confidential mental health evaluations;

Ability to determine what documents and/or information should be disseminated to clients, guardians, schools, law enforcement, legal counsel etc.;

Organizing and prioritizing work;

Writing business correspondence, drafting documents and preparing statistical reports from database information;

Filing, creating and maintaining file systems;

Applying customer service techniques;

Communication of complex and/or sensitive information;

Scheduling meetings, appointments and rooms;

Paying attention to detail and accuracy;

Performing basic mathematical calculations;

Using office equipment and computer equipment and software;

Making responsible decisions in accordance with office policies and state statutes;

Establishing effective working relationships with co-workers, other agencies and the general public;

Working effectively with constant interruptions;

Communicating and expressing ideas effectively, orally and in writing.

Equipment Used:

Computer and related software/applications, including but not limited to WORD, ACCESS, EXCEL, JIS/JCS and PUBLISHER; printer, telephone, copy machine, fax machine, voice mail.

Working Conditions:

Environmental Demands; travel, multiple work locations, work in locked down facility(s), field work. Physical Demands: bending, carrying, handling, lifting, pulling, pushing, reaching, sitting, standing, walking, fingering, crouching, kneeling, hearing, talking, visual acuity. Intellectual Demands: ability to multitask, confidentiality, ability to work under pressure, ability to articulate and communicate information in conversations, ability to follow written and verbal instruction. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

Unique conditions: Work in locked down facility and dealing with sometimes hostile clientele.

“AN EQUAL OPPORTUNITY EMPLOYER”
Minorities, Females, Protected Veterans and the Disabled are encouraged to apply.

Yakima County ensures equal employment opportunities regardless of a person’s age, color, creed, sensory, mental or physical disability, genetic information, marital status, national origin, political belief, race, religion, sex, sexual orientation, and military status, or any other protected status under federal or state statute.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish the information.

Disabled applicants may request accommodation to participate in the job application and/or selection process for employment. Please contact Human Resources for further information.

Yakima County is a qualified Public Service entity for the Public Service Loan Forgiveness Program. For more information, go to http://studentaid.ed.gov/repay-loans/forgiveness-cancellation/charts/public-service or contact your federal loan servicer.

In compliance with the Immigration Reform and Control Act of 1986, Yakima County will hire only United States citizens and aliens lawfully authorized to work in the United States.

Yakima County is an E-Verify Employer.

Contact Person:
Phone:
Email:
Location: Yakima, Washington
Application Method:
Base Pay: $16.74 per hour

Posted on January 25, 2021

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