Deputy Clerk - Clerk'S Office

Deputy Clerk - Clerk's Office Location Kelso, WA : This position performs duties related to maintaining case file information for Superior Court in accordance with the procedures set forth in Revised Code of Washington, Rules of Court, bargaining unit contract and departmental policies and procedures. Manage juries for both Superior Court and District Court. Assist public, legal community, and state and local government personnel, taking care to avoid giving legal advice.
This position requires applicants to pass a test - NCRC Work Keys - no later than 2/14/2023 . Clerical Exam : Applicant must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys - National Career Readiness Test (NCRC) or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam.
Cowlitz County has partnered with Lower Columbia College (LCC) in Longview, WA, to facilitate the testing process. Test scores are good for 5 years. Test Cost is $90.00 LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday and closed on LCC observed holidays. Testing is available by appointment only. Applicants must take the NCRC tests no later than 3 business days after the job announcement closes. To schedule testing, individuals can register at : or call the Testing Center directly at Benefits Information: Cowlitz County offers a generous benefits package which includes:
Medical/Dental/Vision (includes dependent coverage) VEBA/Health Retirement Account for those who qualify Retirement through Washington State Public Employees Retirement System Life Insurance Deferred Compensation plans available (457b) Vacation, Bonus and Leave Days Paid 10 Paid Holidays Reasonable work hours The County Cowlitz County is a great place to live and work. Located along the Columbia River less than an hour from the Cascade Mountains and the Pacific Ocean, Cowlitz County provides an abundance of outdoor recreational opportunities and easy access to the Arts. The I-5 corridor runs right through Cowlitz County providing quick access to the Vancouver, Washington and Portland, Oregon metropolitan areas.
Job Duties Essential Duties and Responsibilities: NOTE: The duties of Deputy Clerks are divided and assigned distinctively to different individuals on a permanent basis or rotated among Deputy Clerks as assigned by the County Clerk, as cross-training permits it. They will assist each other as needed or assigned in order to fulfill the responsibilities and services of the Clerk's Office. General Duties All Deputy Clerks : Assist the public and legal community in accomplishing necessary business with Clerk's Office through answering of phones, waiting on the counter, written correspondence and e-mail. Maintain, update, secure, and archive all case records filed with Cowlitz County Superior Court. Certify legal documents using the Cowlitz County Superior Court seal. Attend and participate in staff meetings. Provide input and recommendations to improve own work processes and the general operation, performance and services provided by the department. Attend required or offered training courses. Perform other duties as assigned by the Chief Deputy or County Clerk, including training staff. Judicial Operations Deputy : Receipt monies for fines, bail, restitution, court costs, clerk's fees, and trust accounts. Accept documents for filing and assign case numbers on new cases. Provide forms to litigants of domestic violence and forward protective orders to law enforcement agencies as required by law. Provide forms for sale and procedural assistance to the un-represented litigant, taking care not to give legal advice. Provide copies of all child support related filed documents to the Washington State Support Registry as required by law. Administer jury oaths, read verdict and poll jury if so requested at trial. When necessary during deliberations, remain on call after regular business hours to take verdict. Perform court bailiff duties in absence of bailiff. Take minutes on jury trials and hearings held by Superior Court, including audio and videotaping. Enter relevant information into the statewide computer system. Distribute required information to appropriate departments and agencies. Mark and maintain custody of evidence presented and accepted in court. Order all forms and maintain supplies and equipment in public access area and/or the counter. Perform searches of records as requested by customer at the counter or through written correspondence. Prep files for scanning when other duties are completed. Judicial Criminal Deputy : Organize criminal calendars daily, attend to a variety of duties related to criminal calendars. Enter all data on hearings and new cases accurately, and well as accurate electronic records on the statewide database of all felony arrests in Cowlitz County. Attend all criminal dockets and record minutes and complete entry in statewide database. Operate courtroom proceeding equipment. Attend Specialized Drug Court docket and record information for files. Process all criminal appeal transcripts as required to the Court of Appeals. Process arrest warrants. Keep track of "quashed" warrants and contact local Law Enforcement Records to return the warrant. Ensure fingerprinting of convicted defendants at sentencing and review all paperwork received while in court on calendars to ensure accuracy. Distribute copies of sentencing/disposition paperwork to proper agencies as required. Record bail, release conditions and no-contact orders, and send to the criminal justice agencies as required. Send report on applicable cases to Department of Licensing - Firearms Division. Respond to all correspondence and questions. Judicial Civil and Process Deputy : Organize and attend to a variety of duties related to all civil/domestic calendars. Ex: child support/custody issues, divorce, domestic violence, unlawful detainer actions, paternities, civil lawsuits, probate, guardianship and adoptions. Take minutes on hearings and case dockets held by Superior Court. Enter relevant information into the statewide computer system. Distribute required information to appropriate departments and agencies. Verify service of Protection Order papers before court calendar and ensure that paperwork gets forwarded to proper law enforcement agencies. Enter data on domestic violence protective orders. Process bench warrants on all civil and domestic cases as per court order. Process all civil appeal transcripts and verbatim reports to the Court of Appeals. Record all court ordered monetary judgments into the computer system for access by title companies and other public entities. Monitor cases for Clerk's dismissals, preparing and mailing notices as required. Maintain a complete and accurate record of each document filed with Superior Court by posting data into the WA State database. Distribute daily statistical and new case filings, weekly trial calendars and judgment reports. Complete and forward monthly vital stat forms to WA State Department of Vital Records on dissolutions that are finalized. Monitor judgments involving motor vehicle deaths or injury. Notify the WA State Department of Licensing if unpaid so that they can rescind debtor's driver's license. Jury Management Clerk : Manage jury pools for Cowlitz Superior, District, and Municipal courts. Prepare and send out jury summonses. Send reminders to those who fail to respond. Excuse jurors by using guidelines provided by judges, refer requests not conforming to guidelines to judges for further determination. Perform customer service for jury duty. Schedule appropriate number of jurors required for trials by updating a "juror reporting" recording through voice mail and the jurors' info page on department's Website. Register jurors on the day assigned, assign jurors to specified courts, prepare paperwork for court to use in jury trial with random list selected. Review master jury list, received annually, retrieved from voters' registration and Washington State Driver's License records. Update jury master list for duplicate names, deceased individuals and those that have moved. Prepare payroll sheets of jurors' time and mileage and forward copies to County Auditor for payment. Keep track of juror-reporting statistics for use by department head. Records Management Clerk : Organize and scan daily selected documents filed. Performing a final check for proper numbering sequence of documents. Proof Scanned documents thoroughly. Retrieve files, which may be located at numerous areas, for title companies, attorney's offices, courts, law enforcement, other agencies, and the public. Replace/re-file records daily. Secure area for storage of evidence/exhibits. Monitor cases for timely disposal and prepare motions and orders for destruction. Monitor the storage of all active files, which requires organizing and moving large numbers of files. Assist in coordinating the scanning process of inactive files by the extra help and volunteer personnel. Qualifications Minimum Qualifications: Deputy Clerk I: High School diploma or equivalent. Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys - National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam. Knowledge and experience in the use and operation of personal computers with word processing and database software. Skilled in high volume data entry requiring high degrees of accuracy. One (1) year of experience in a clerical capacity with strong customer service and high-volume records management. Must be able to type at least 40 words per minute. Pass a full background check. Deputy Clerk II: In order to promote to Deputy Clerk II, an employee must train and complete assessments in three of the five specific departments of the Clerk's Office. A Deputy Clerk II has expanded knowledge of the court system and is highly trained in courtroom hearings and jury trials. A Deputy Clerk II assists with training a Deputy Clerk I.
Supplemental Information Required Skills and Abilities: Strong interpersonal and customer service skills to courteously deal with the public and other county employees requiring services. Develop and maintain good working relations with other county employees, outside agencies, lawyers, title companies, and law enforcement agents. Work well independently, as well as in teams and cooperative environment, which requires coordination with other staff. Manage work-related stress and perform work in a multi-task environment. Organizational and time-management skills in order to complete work within date/time deadlines. Communicate effectively orally and in writing in a professional business-like level. Possess and apply legible handwriting. Maintain a professional appearance. Exercise discretion over sensitive and confidential issues related to the department, the courts and their business. Maintain high accuracy, ethics and efficiency in handling money-cash transactions, maintain the cash drawer. Cowlitz County offers a competitive benefits package for Full-Time employees, including:
Health Insurance: Variety of Medical, dental, life, vision, and prescription insurance for employee and family. Employees who are covered under another person's medical plan have the option of an HRA (Health Retirement Account) in lieu of medical insurance. HSA and FSA plans are also available, depending on eligibility. Paid holidays, vacation, and sick leave. Retirement: All full-time employees must participate in a Washington State Retirement Services plan, and may participate in a Deferred Compensation Plan, if desired. Employee Assistance Program employees and family members for help with personal or family issues. Group Life Insurance: Basic life and Accident insurance is provided to employee, with additional insurance available to purchase.