Summary

The Administrative Assistant for District Court I provides administrative, fiscal, and operational support to the Court Administrator and District Court I to ensure efficient and effective court operations. Responsibilities include accounts payable and receivable, payroll, bookkeeping, financial reporting, budget monitoring, jury management, recruitment and onboarding, staff training, records management, public records coordination, and policy and procedure development. The position assists with departmental planning, special projects, court scheduling, and workflow coordination; serves as a liaison with court personnel, attorneys, law enforcement, County departments, and the public; and provides backup support for Court Clerks, courtroom operations, and other court functions as needed. Work requires knowledge of court procedures, accounting practices, confidentiality, and applicable regulations, along with independent judgment in resolving administrative matters, maintaining financial accuracy, and supporting continuous improvement under the general direction of the Court Administrator.

Typical Duties

Administrative

• Provide general office support including answering phones, distributing mail, processing travel and registration, ordering office supplies, and coordinating the meetings within the department as needed
• Provide administrative assistance to the Court Administrator in the execution of assigned projects, ensuring their successful completion. Assist in scheduling meetings
• Generate and print multiple reports from a variety of systems into excel spreadsheet for program utilization and statistical reports
• Maintains departmental files and records ensuring confidentiality of records in a public space
• Destruction of records in accordance with established procedures
• Distribute departmental information to internal and external individuals. Assist with meeting coordination
• Provide technical assistance to the Court Administrator in preparation of departmental contract reporting
• Assist with monitoring and updating policy and procedures as laws and requirements change
• Process various items for review and approval by Civil Attorney
• Process items to be presented to the Clallam County Board of Commissioners (BOCC)
• Assist Court Administrator in the utilization of NEOGOV for the purpose of hiring, training and onboarding
• Create and maintain filing systems and databases
• Serves as the department’s Public Records Specialist
• Assist in interpreting regulations, policies and procedures; Provide guidance, and training to other department staff, as directed
• Prepare department payroll ensuring accurate timekeeping by department staff
• Attend department staff meetings and coordinate activities, as directed
• Report work performed to the Court Administrator through reports, conferences and occasional check of in-process work and review of results achieved.
• Ensure that all required office supplies are available as needed and that the office equipment are in proper working order.
• Arrange for repair or replacement of office equipment as needed
• Assists in monitoring the quality and accuracy of work performed by staff and identifies workflow or operational issues; makes recommendations to the Court Administrator for improvements to accuracy, consistency, and efficiency
• Prepares memos notifying staff of policy or procedural changes, work corrections, or as directed by the Court Administrator
• Prepare and process legal papers and documents requiring knowledge of legal format, terminology, and procedures. Type from draft, oral dictation, a variety of documents, including general correspondence
• Perform any duties as assigned by the department head

• Assist with annual development of budgets as requested
• Provide monthly reports to Court Administrator for tracking department revenue and ensure it is posted to the correct revenue budget line and to ensure the department remains within budget
• Initiate improvements or revisions in record keeping systems to ensure payments accurately made on time
• Performs accounts receivable functions, including receipting payments, crediting and adjusting accounts, adjusting receipts and time-payment schedules, processing collection payments, and resolving non-sufficient fund transactions
• Processes accounts payable, including preparing invoices and bills for payment and issuing authorized checks and disbursements for bail refunds, restitution reimbursements, jurisdiction reimbursements, garnishments, and other court-related funds
• Receives, accounts for, and disburses funds held in trust, including garnishments, restitution, criminal fines, bail, and funds associated with civil proceedings
• Performs daily balancing of funds received, prepares deposits, reconciles bank accounts, and researches and resolves discrepancies
• Compiles and maintains departmental financial data and prepares required financial reports, accountings, payment reports, and monthly and annual remittances of funds collected by District Court to the County, municipalities, and other entities
• Serves as a departmental liaison for financial audits conducted by the State Auditor and other agencies; provides requested financial documentation, assists with audit activities, and facilitates implementation of recommended changes as directed
• Prepares and submits required unclaimed property reports and performs other related fiscal and accounting duties

• Provides backup clerical support for Court Clerks, the public service window, courtroom operations, and other court functions as needed
• Receives, reviews, processes, and maintains court documents and records in accordance with established court procedures, rules, and legal requirements
• Enters, updates, verifies, and retrieves case information using court case management and related systems
• Assists attorneys, law enforcement, court personnel, other agencies, and the public by providing authorized information and explaining established court procedures
• Assists with court scheduling, case processing, civil filings, jury-related activities, and preparation of court documents as needed

Education, Training, & Experience

Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description. 

Education

• Associate’s degree (AA) or equivalent from an accredited college or university, with major coursework in Business Management, Public Administration, or a closely related field
• In lieu of the Associate’s degree, an additional two (2) years of directly related experience may substitute for the education requirement

• Minimum five years of related experience in progressively responsible positions providing administrative and/or fiscal support, preferably within a local governmental or public-sector entity
• Demonstrated attention to detail in written and verbal communications
• Proficiency with Windows-based software and Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, as well as internet and database applications
• Experience compiling, organizing, and preparing reports to address operational needs and inquiries
• Demonstrated ability to organize work, respond effectively to changing priorities, and manage multiple responsibilities
• Ability to establish and maintain effective working relationships with coworkers, other departments, partner agencies, and members of the public