Deputy Clerk - Clerk's Office

Overview

This position performs duties related to maintaining case file information for Superior Court in accordance with the procedures set forth in the Revised Code of Washington, Rules of Court, bargaining unit contract and departmental policies and procedures. It also manages juries for both Superior Court and District Court. The position assists the public, legal community, and state and local government personnel, taking care to avoid giving legal advice.

This position is open until 10/15/2025.

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. They will assist each other as needed or assigned in order to fulfill the responsibilities and services of the Clerk’s Office.

• Assist the public and legal community in accomplishing necessary business with Clerk’s Office through answering phones, counter service, written correspondence and e-mail. Ensure that confidential or sealed information is not released unless authorized.
• 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, County Clerk or Office Manager, including training staff.

• Receipt monies for fines, bail, restitution, court costs, clerk’s fees, and trust accounts.
• Balance cash drawer daily, provide all money receipted to Account Clerk for deposit.
• Accept documents for filing and assign case numbers on new cases.
• Accept documents for presentation to a judicial officer. Review pleadings to ensure proper routing, receipt fees and forward to Superior Court Administration. Process documents upon return from judicial officer.
• Issue Writs, Letters of Testamentary, Letters of Guardianship, Letters of Administration, Subpoenas, Transcripts of Judgment, Abstracts and Orders of Sale ensuring all requirements have been met.
• 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.
• Perform monthly audits for protection order validations for local law enforcement agencies.
• Record witness attendance for Superior Court trials and forward to Account Clerk for payment.
• Administer jury oaths, read verdict and poll jury if so requested n 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 recording. 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.
• Monitor all forms and supplies public access area and/or the counter. Work with Office Manager to maintain adequate inventory.
• Perform searches of records as requested by customer at the counter or through written correspondence.
• Maintain office correspondence following requirements of the Washington State Archives Retention Schedule.
• Prep files for scanning when other duties are completed.

• Organize and update criminal calendars daily, attend to a variety of duties related to criminal calendars including docket cutoff times, adding and/or removing hearings, noting recusals and disqualifications on behalf of the court. Monitor docket capacity to ensure accurate scheduling. Ensure all pleadings filed prior to deadline have been scanned and are available to the judicial…