Office Specialist - Yakima, WA

Employer: Yakima County

Job Description:
There is one open position with the Yakima County Juvenile Court for an Office Specialist. Position is responsible for performing routine and specialized office support activities for Juvenile Court, Probation, Juvenile Detention and Diversion personnel; creating, maintaining, processing, recording, accessing and releasing legal documents, contracts, forms, statistical reports and publications, which are governed by strict laws, rules and regulations.

This position requires a typing test with a minimum of 50 net words per minute, to be taken online. Candidates meeting a 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.

Written exercises will be administered at time of interview.
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:
•Process booking of juveniles into detention and/or new referrals from law enforcement agencies or the Attorney General’s Office (AG). Prepare packets for prosecutor for filing of charges for court, referral to diversion or the AGs office for filing of dependencies. Create and update legal files; prepare legal documents for entry into court and diversion case files and update statewide Judicial Information System (JIS) and Juvenile Information System (JUVIS).
•After court or diversion, interpret, summarize and record written judicial orders and diversion contracts for case files and update JIS.
•Disseminate criminal 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.
•Contact service providers to schedule appointments such as drug/alcohol and mental health treatment of juveniles.
•Verify cost and length of service needed for each referral. Prepare short-term Memorandums of Agreement for providers who are not under long-term contract with the department.
•Send letters to juveniles and guardians outlining appointment information.
•Track referrals in various databases.
•Distribute provider treatment reports to appropriate probation staff.
•Send letters to juveniles to attend anger replacement, victim awareness and shoplift prevention classes.
•Schedule conference rooms for classes and meetings for building staff and/or public officials.
•Provide quality assurance review of all risk assessments administered by probation counselors, reviewing each risk assessment for accuracy or conflicting information and returning document to staff for corrections. Calculate risk scores and update the risk assessment database, run monthly late reports for supervisors and yearly statistical reports for state grant reporting/auditing.
•Transcribe and/or prepare and mail correspondence and legal documents; respond to mail, phone and in-person inquiries regarding hearings, diversions, records, professional services and office procedures. Update departmental database for Diversion Program, GAL Dependency program and provide statistical reports for state reporting and auditing purposes.
•Monitor expiration dates of dependency and diversion cases. Button up criminal, diversion and dependency case files for closure. Close files in JIS/JUVIS and departmental databases. Send closure letters to juveniles with copies to probation and/or diversion staff or volunteers. Notify DOL of closure, if applicable.
•Process purchase requisitions and travel reimbursements, including calculation of expenses, preparation of expense vouchers and data entry into computerized financial management system for payment.
•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. Coordinate with Administrative Office of the Courts (AOC) when mistakes in records are discovered. Review records for completeness and accuracy when presented by other staff for combining and/or deleting. Contact other courts/clerks to move cases from one record to another.
•Process volunteer applications for various juvenile court programs, interns and general volunteers.
•Prepare training material for orientation and educational purposes.
•Act as back up to Truancy support staff by processing Truancy, Youth at Risk and CHINS petitions, contempt motions and warrants. Update JIS/JUVIS system with court decisions. Prepare legal documents as requested by Truancy Coordinator and/or Intake Probation Officers. Docket court cases and inform appropriate court staff of upcoming cases or changes in court calendar.
•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.
•Other duties required including word processing, typing, filing, copying, transcribing, preparation of legal documents and maintenance of databases.
•Prepares year-end statistical reports for grant funded programs.
•Prepare newsletters and monthly calendar schedules for volunteer programs.

Education and Experience:
•High School Diploma/GED and one year 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:
•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:
•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
•The legal system including legal terminology, legal documents, court rules and procedures;
•Grammar, spelling and punctuation;
•Computers, data processing and word processing software and methods of input;
•Roles and responsibilities of the judicial system departments and law enforcement agencies;
•Filing and file maintenance techniques;
•Modern office practices and procedures; and
•Customer service techniques.
•Skills (and abilities): Upon entry what specific skills/abilities would an individual need to assume the duties of this position
•Ability to maintain 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.;
•Organization, prioritization and time management skills;
•Writing business correspondence, drafting documents, recording minutes, transcribing dictation, 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; and
•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/JUVIS and PUBLISHER; printer, telephone, copy machine, fax machine, dictation equipment, voice mail.

Working Conditions:

Duties are performed in an office setting; confidentiality is a requirement.

Positions in the class typically require: stooping, kneeling, crouching, reaching, mobility, fingering, grasping, pulling, pushing, reaching, talking, hearing, seeing and repetitive motions. 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. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

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.

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Location: Yakima, wa
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Posted on May 03, 2021

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