Yakima County Human Resources

  • 400-18 Office Specialist - Assigned Counsel

    Working Title
    Office Specialist
    Location
    US-WA-Yakima
    Type
    Regular Full Time Budgeted
    FLSA Status
    Non-Exempt
    Department
    Department of Assigned Counsel
    Hours/Week
    40
    Required Testing/Exercises
    50 wpm typing test
    Union
    Non-Bargaining
    Open Date
    1/11/2019
    Close Date
    1/25/2019
    Compensation
    $2,902 per month
  • Overview

    There is one opening in the Department of Assigned Counsel (Office of the Public Defender) for an Office Specialist.

     

    This position performs specialized legal support services for Yakima County Department of Assigned Counsel operations, in case and court areas as assigned, such as:

    • 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
    • Sorting and entering information into reports and client database systems
    • Making decisions regarding absence of conflicts applying legal and policy guidelines
    • Referring anomalies and issues requiring attorney determination to assignment attorney
    • Preparing summary conflict reports and legal document case assignment
    • Contacting 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
    • Performing additional duties in support of ongoing cases, files, complaints, and administrative operations with supervisors, attorney staff, clients, public and other law and justice agencies

     

    Typing Test Requirement:

    This position requires the successful completion of a keyboarding (typing speed/accuracy) test with a minimum score of 50 net wpm, to be taken in the Yakima County Human Resources Department, located at 128 N 2nd St, Room B27, Yakima, WA 98901. Typing tests  are administered on a first-come, first-serve basis and must be completed by 3:30 pm on the closing date of this job posting.

     

    This recruitment may be used to fill other Office Specialist openings within 90 days of the closing date of this recruitment.

    Responsibilities

    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. Analyze court docket reports and pleadings. Research 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.

     

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

     

    Prepares legal pleadings, orders, client letters, jury instructions and misc. 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.

     

    Assist 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; Collate, examine, calendar, and distribute incoming and outgoing legal pleadings, notices for court hearings, and general mail. Communicates and delivers to staff and various agencies; Maintaining and monitoring office systems and administrative functions, including supplies, equipment; Maintain internal lists and notices; and Copying, filing, archiving of files.

     

    Other duties as assigned.

     

    Qualifications

    Education and Experience: High School Diploma (or G.E.D.) PLUS three (3) years of general office experience; OR an equivalent combination of education and experience to perform the essential duties of the job.

     

    Required:

    • Successful completion of a background investigation and general employment verification.
    • Successful completion of a keyboarding test with a minimum score of 50 net wpm.

    Preferred Qualifications:

    • Experience as a legal secretary, paralegal, civil or criminal justice work or work experience related to the law and justice field
    • Associate's Degree in related field preferred and may substitute for experience
    • Proficiency with Microsoft Word, Outlook and Excel
    • Bilingual in English/Spanish
    • High proficiency in typing speed

     

    Typing Test Requirement:

    This position requires the successful completion of a keyboarding (typing speed/accuracy) test with a minimum of 50 net wpm, to be taken in the Yakima County Human Resources Department, located at 128 N 2nd St, Room B27, Yakima, WA 98901. Typing tests  are administered on a first-come, first-serve basis and must be completed by 3:30 pm on the closing date of this job posting.

     

    Equipment Used:

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

     

    Working Conditions/Physical Demands:

    Duties are performed in an office setting and may involve exposure to potentially violent or hostile individuals. Physical Demands: Lifting, pulling, pushing, reaching, fingering, crouching, kneeling, hearing, talking, visual acuity, stooping, mobility, grasping, and repetitive motions. Intellectual Demands: Confidentiality is a requirement. Rated as

    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.

     

    Knowledge:

    • 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;
    • Modern office procedures and customer service techniques;

    Skills:

    • 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
    • Communicating and expressing ideas effectively, orally and in writing

     

     

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