An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
This is an administrative support position in the Superior Court Services Department, performing a wide variety of duties, including handling confidential and sensitive information. The position supports the Superior Court Services Department through complex, diverse responsibilities essential to daily court service operations.
Responsibilities include four core areas:
office management, fiscal support, records management, and financial eligibility screening. Supports the Director with key fiscal duties, including grant tracking and reporting, county budget reconciliation, invoice processing, and records and file management, serving as the WA State Judicial Information Systems Local Site Coordinator. Also assists trial court operations by conducting financial eligibility screenings and coordinating public counsel appointments. The role provides care-centered support to all department staff and volunteers.
SPECIAL APPLICATION REQUIREMENTS
In order to be considered for this role, please complete and submit the required Legal Specialist IV Supplemental Questionnaire as an attachment in your application. Applications will not be reviewed unless and until this document is attached. Please contact hr@sanjuancountywa.gov should you have any issues in uploading your attachments. Care - Centered Office Management Provide direct administrative support to the Director and SCS staff, and child advocate volunteers as a professional and highly strategic partner supporting team needs, assuming routine tasks to streamline workflows. Survey office systems, coordinate supply orders for multi-island locations, implement department website updates, assist with review and continuous quality improvement of training materials and procedural manuals. Support a care-centered, trauma-informed environment for staff and the public through consistent, professional, and responsive service. Assist Volunteer Child Advocates and other approved individuals in the completion of needed reimbursement paperwork upon the completion of approved, allowable activities. Fiscal Support & Grants Management Assist the Director with fiscal processes including invoicing, purchasing coordination, grant tracking, grant reporting, budget monitoring, and reconciliation. Monitor and coordinate any payments and required reporting. Prepare fiscal documents for state and federal grants, maintain grant files, track program performance, and lead weekly department finance meeting. Prepare financial transmittals and maintain the revolving fund. Monitor payroll documentation, departmental fiscal records, assist with financial controls for consumable supplies and therapeutic incentive handling, and accounts payable processing in county financial systems. Coordinate contracts and
MOUs:
track expiration dates, assist in preparing renewals, and support compliance. Records, Judicial Records & Data Management Create, maintain, and archive department social file records, including JCS/JIS entries. Process investigative reports and inter-agency referrals; ensure timely and accurate local and judicial record updates as the local JIS site coordinator. Manage records retention schedules, departmental inventory, file organization systems, and any required distribution, including providing orders of disposition to the Administrative Office of the Courts along with the JCS Juvenile Referral History on a quarterly basis. Track departmentwide data, assist with intake referrals, produce monthly and annual data reports, and support development of program-level outcome reporting. Financial Eligibility Screening & Public Counsel Appointment Coordination Conduct financial eligibility screening for appointment of public counsel under RCW 10.101.020, ensuring accurate determination, documentation, and customer-centered guidance for applicants.
Legal Panel Management:
perform legal operations by tracking central attorney rosters broken out by appointment types, including contract attorneys, rotating rosters, specialty-court rosters, and conflict-counsel. Document and log each attorney assignment.
Coordinate appointment workflows:
notify attorneys, prepare appointment documents, and complete any required judicial reviews. Including certifications for the LFO remittance assistance program.
MINIMUM QUALIFICATIONS
: Associate of Arts degree with coursework in finance/accounting, legal studies, social work or psychology, PLUS two (2) years of experience in a role responsible for care-centered support, finance and or office management in a judicial branch department, human services office, law office or; OR any combination of education, training, and experience which demonstrates the ability to perform the essential functions of the job.
SPECIAL REQUIREMENTS
: A valid Washington State Driver's License is required for employment. Must successfully pass a criminal background investigation and reference verification. Must complete financial eligibility screening training and obtain a Notary Seal and bond within the first 12 months of the trial period. Act within the scope of their responsibilities, working as a public employee with courtesy and professionalism, and adhering to the highest standard of ethics in accordance with
RCW 42.52. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
: Knowledge of Trauma-informed Interviewing techniques that prioritize emotional and physical safety, with a basic understanding of how acute stress impacts memory and communication. Experience with finance principles, budgets, and in grants administration Experience in legal system administration Skilled in Microsoft Office suite Demonstrate ability to assist in the handling of people in crisis with compassion and care. Ability to adhere to exceptional confidentiality constraints. Ability to create a warm and welcoming environment consistent with a therapeutic and trauma-informed department. Dedication to teamwork and public service with a focus on exceptional customer care Exceptional organizational, time-management, and problem-solving skills Ability to work in a fast-paced environment utilizing a growth mindset Ability to prioritize tasks according to departmental objectives Ability to build strong, positive working relationships with staff, county partners, and external agencies Independent judgment and discretion
PHYSICAL AND MENTAL REQUIREMENTS
: Requires various amounts of standing, sitting and walking. Must be able to hear and see. Must be able to receive and understand written and oral instructions or communication and to give verbal and written communications. Requires ability to calculate math problems. Requires ability for repetitive hand and finger movements. Must be able to give and receive direction.
WORKING CONDITIONS
: Work is primarily in a busy office environment. May perform some routine duties in the Sheriff's Office Holding Facility. May need to work outside of normal office hours, on occasional weekends and holidays. May occasionally travel for training and other duties.
Hazards:
Employees may be exposed to individuals who are aggressive or hostile and/or to individuals who may be infected with contagious diseases. Possible exposure to verbal abuse and physical harm from angry or emotionally distressed individuals.
