4/24/2014
400-21

THE COUNTY OF YAKIMA
is now accepting applications for
the position of

LEGAL OFFICE SPECIALIST

Salary: $2,637.00 per month, plus excellent benefits.

Opening: There is one Office Specialist vacancy with the Yakima County Department of Assigned Counsel. This posting may be used to fill future openings in this classification that may occur within 90 days of the posting closing date.

Essential Job Functions:
In area of operations 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.

Input initial and final court docket report information 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.
Assesses client inquiries for name of attorney appointed, court dates, appointments, status of proceedings, complaints. Provides information using office and court databases and 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, opens, and distributes files for office staff attorneys and supervisors.

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 in the department in all operational areas in a busy dynamic environment. Performs duties and assignments of other Office Specialists when absent for breaks, annual leave, sick leave, training and/or periods of peak operations. Assists supervisor and attorney staff as directed. Other activities include: Calendaring events and court hearings/trials in attorney calendars, court dockets, 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.

Equipment Operated: 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 Requirements: Duties are performed in an office setting and may involve exposure to potentially violent or hostile individuals; confidentiality is a requirement. Positions in the class typically require: stooping, kneeling, crouching, reaching, mobility, fingering, grasping, 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.

Minimum Qualifications:
Knowledge of: 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; Critical thinking sufficient to summarize and interpret legal information.

Skills in: 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.

Experience & Training: High School Diploma or General Equivalency Diploma (GED) and three years general office experience; or an equivalent combination of education and experience which provides knowledge, skills and abilities sufficient to successfully perform the essential duties of the job.

Preferred Experience and skills. Experience related to the law & justice field (legal secretary, paralegal or civil/criminal) work is preferred. Proficiency in the use of Excel, Scomis/Discus is also preferred. Office and multi-line phone system experience is also preferred. Bilingual English/Spanish is preferred.

Special Note:
Applications will be evaluated on the basis of past experience and training, and the results of a keyboarding (typing speed/accuracy) test with a minimum of 50 net w.p.m. Typing tests are administered in the Human Resource department and must be completed prior to the closing date, with the final test administered no later than 3:30 on the date of closing. Those rating the highest on the minimum qualifications screening will be scheduled for a personal interview. If you are interested in the status of this position after closing, please see “Status of Openings” under the Job Opportunities tab on the Human Resources web page at www.co.yakima.wa.us . This will be the only method of status notification for this position.

Selection Procedure: Applications will be accepted until 4:00 p.m., Thursday, May 8, 2014. Applicants claiming veteran’s preference eligibility will be required to complete the Application for Veterans’ Preference Form. For further information and application forms, contact:

HUMAN RESOURCES DEPARTMENT
128 N. 2nd Street, Room B27
YAKIMA WA 98901
www.co.yakima.wa.us

“AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER”

Yakima County ensures equal employment opportunities regardless of a person’s sex, race, national origin, religion, age, disability, marital status, creed, political belief, sexual orientation, veteran’s status, or any other protected status under federal or state statute. Disabled applicants may request accommodation to participate in the job application and/or selection process for employment. Please contact Human Resources for further information. If you are interested in the status of this position after closing, please see “Status of Openings” under the Job Opportunities tab on the Human Resources web page at www.co.yakima.wa.us. This will be the only method of status notification for this position.

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.
Accommodation to participate in the job application and/or selection process for employment will be made upon request. Please contact Human Resources for further information.

Position 20000865 (400-21)
Posting 943918