Office Specialist - Yakima, WA

Employer: Yakima County General Administration Building

Job Description:
Compensation: $16.74 per hour/40 hours per week

Job closes February 4, 2021 at 11:59 pm.

There is one opening for an Office Specialist with the Yakima County Department of Assigned Counsel. This position performs specialized legal support services for Yakima County Department of Assigned Counsel operations, in case and court areas as assigned, sorting and analyzing legal/medical documents, reports and statements; initiating and conducting complex researches in various judicial databases; extracting or interpreting appropriate information to identify complex relationships and potential conflicts of interest; sort and enter information into reports and client database systems; makes decisions regarding absence of conflicts applying legal and policy guidelines; refer anomalies and issues requiring attorney determination to assignment attorney; prepare summary conflict reports and legal document case assignment; contacts private attorneys concerning appointments to cases within parameters set by supervising attorney and confers on factual and legal issues to obtain agreement to be appointed and prepares court orders to implement appointments. Performs additional duties in support of ongoing cases, files, complaints, and administrative operations with supervisors, attorney staff, clients, public and other law and justice agencies.

This recruitment requires a typing test with a minimum of 50 net wpm to be taken online. If you meet the minimum qualifications, a testing link will be sent to you via email. You must complete the testing within 48 hours of the closing date in order to be considered further.
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:

Essential Duties:

In area and court cases assigned, sorts and analyzes legal/medical documents, reports and statements; initiates and conducts complex searches in various judicial databases; extracts or interprets appropriate information to identify complex relationships and potential conflicts of interest; sorts and enters information into reports and client database systems; makes decisions regarding absence of conflicts applying legal and policy guidelines; refers anomalies and issues requiring attorney determination to assignment attorney; prepares summary conflict reports and legal documents for case assignment; prepares and distributes notices and legal pleadings to implement case assignments and provides telephone notice of attorney assigned to clients calling.

Prepares, opens, and distributes files for office staff attorneys and supervisors.

Input initial and final court docket report into department’s database. Analyzes court docket reports and pleadings. Researches data to determine client court history and attorney representation in various complex judicial and internal databases.

Implements decisions to assign conflict cases out of office. Identifies and applies appropriate fee agreement and schedule. Solicits private bar participation as an appointed counsel according to established procedures.

Assesses client inquiries for name of attorney appointed, court dates, appointments, status of proceedings, complaints. Provides information using office and court databases and established procedures.

Prepares office files to be sent to outside counsel when attorneys are retained or cases are substituted out due to conflicts of interest. Photocopies legal documents, etc. and distributes to various outside and county agencies.

Prepares legal pleadings, orders, client letters, jury instructions and miscellaneous correspondence. Transcribes court proceedings, victim/witness interviews & dictated letters, composes letters. Sets hearings on dockets for attorneys and confirms with other law and justice agencies.

Generates, maintains, calculates and edits various lists and reports in complex databases and/or various software. Prepares statistical reports in area assigned, including Superior Court, District Court and Juvenile BECCA, Family and Offender cases. Creates weekly and monthly reports.

Assists public and clients in person and on telephone, including complaints.

Closes office files, inputs closing data into department’s database, and maintains legal filing system, including pending and closed cases. Records files for permanent legal records.

Routinely assists and supports other Office Specialists and Office Technicians in the department in all operational areas in a busy ongoing environment. Performs duties and assignments of other Office Specialists when absent for breaks, annual leave, sick leave, training and/or periods of peak operations. Occasionally performs all functions and tasks of Office Technician as back-up and complete tasks requested on overflow basis. Assists Office Supervisors and Attorney staff as directed. Other activities include: Calendaring events and court hearings/trials in attorney calendars and department database for future court hearings and trials; Scheduling client appointments and interviews; Collates, examines, calendars, and distributes incoming and outgoing legal pleadings, notices for court hearings, and general mail. Communicates and delivers to staff and various agencies; Maintains and monitors office systems and administrative functions, including supplies, equipment; Maintains internal lists and notices; and Copying, filing, archiving of files.

Other duties as assigned.

Education and Experience:

High School Diploma or GED and three (3) years of general office/clerical experience leading to a general understanding of legal documents, court procedures, administrative functions and databases; OR an equivalent combination of education and experience that provides the knowledge, skills and abilities sufficient to successfully perform the essential duties of the job.

This recruitment requires a typing test with a minimum of 50 net wpm to be taken online. If you meet the minimum qualifications, a testing link will be sent to you via email. You must complete the testing within 48 hours of the closing date in order to be considered further.

Employment offers are contingent upon successful completion of a background investigation, which may include fingerprinting.

Preferred/Desired Qualifications:

Associate's Degree in related field;

Experience related to the Law and Justice field, such as legal secretary, paralegal, or civil or criminal justice work;

Proficiency with Microsoft Word, Outlook and Excel; and

Bilingual in English/Spanish.

Equipment Used:

Tape recorder/transcribers (for transcription), computer and related software/applications; printer, telephone, copy machine, scanners, fax machine, calculator/10-key, voice mail, and microfiche.

Working Conditions/Physical Requirements:

Duties are performed in an office setting and may involve exposure to potentially violent or hostile individuals; confidentiality is a requirement. Positions in the class typically require: stooping, kneeling, crouching, reaching, mobility, fingering, grasping, talking, hearing, seeing and repetitive motions. Position is rated as Sedentary Work: exerting up to ten (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. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Knowledge of:

The legal system including legal terminology, court rules and procedures;

Computers and word processing software;

Roles and responsibilities of the Public Defender and other judicial system departments and agencies;

Grammar, spelling and punctuation;

File maintenance techniques;

Customer service techniques;

Office practices and procedures;

Data processing system and methods for input; and

Modern office procedures and customer service techniques.

Skills (& Abilities):

Critical thinking sufficient to summarize and interpret legal information;

Writing business correspondence, drafting, recording or transcribing documents;

Organization, prioritization and time management;

Communication of complex and/or sensitive information to a widely diverse population;

Use of 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; and

Communicating and expressing ideas effectively, orally and in writing.

“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:
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Location: Yakima, Washington
Application Method:
Base Pay: $16.74 per hour

Posted on January 25, 2021

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