Administrative Assistant - District Court

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.

• 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…