Legal Specialist IV Job Friday Harbor Washington USA,Administrative/Clerical

This is an administrative support position in the Superior Court Services Department, performing a wide variety of duties, including handling confidential and sensitive information.

The position supports the Superior Court Services Department through complex, diverse responsibilities essential to daily court service operations. Responsibilities include four core areas: office management, fiscal support, records management, and financial eligibility screening. Supports the Director with key fiscal duties, including grant tracking and reporting, county budget reconciliation, invoice processing, and records and file management, serving as the WA State Judicial Information Systems Local Site Coordinator.

Also assists trial court operations by conducting financial eligibility screenings and coordinating public counsel appointments. The role provides care-centered support to all department staff and volunteers.

Care-Centered Office Management

Provide direct administrative support to the Director and SCS staff, and child advocate volunteers as a professional and highly strategic partner supporting team needs, assuming routine tasks to streamline workflows.

Survey office systems, coordinate supply orders for multi-island locations, implement department website updates, assist with review and continuous quality improvement of training materials and procedural manuals.

Support a care-centered, trauma-informed environment for staff and the public through consistent, professional, and responsive service.

Assist Volunteer Child Advocates and other approved individuals in the completion of needed reimbursement paperwork upon the completion of approved, allowable activities.

Fiscal Support & Grants Management

Assist the Director with fiscal processes including invoicing, purchasing coordination, grant tracking, grant reporting, budget monitoring, and reconciliation.

Monitor and coordinate any payments and required reporting.

Prepare fiscal documents for state and federal grants, maintain grant files, track program performance, and lead weekly department finance meeting.

Prepare financial transmittals and maintain the revolving fund. Monitor payroll documentation, departmental fiscal records, assist with financial controls for consumable supplies and therapeutic incentive handling, and accounts payable processing in county financial systems.

Coordinate contracts and MOUs: track expiration dates, assist in preparing renewals, and support compliance.

Records, Judicial Records & Data Management

Create, maintain, and archive department social file records, including JCS/JIS entries.

Process investigative reports and inter-agency referrals; ensure timely and accurate local and judicial record updates as the local JIS site coordinator.

Manage records retention schedules, departmental inventory, file organization systems, and any required distribution, including providing orders of disposition to the Administrative Office of the Courts along with the JCS Juvenile Referral History on a quarterly basis.

Track department wide data, assist with intake referrals, produce monthly and annual data reports, and support development of program-level outcome reporting.

Financial Eligibility Screening & Public Counsel Appointment Coordination

Conduct financial eligibility screening for appointment of public counsel under RCW , ensuring accurate determination, documentation, and customer-centered guidance for applicants.

Legal Panel Management: perform legal operations by tracking central attorney rosters broken out by appointment types, including contract attorneys, rotating rosters, specialty-court rosters, and conflict-counsel. Document and log each attorney assignment.

Coordinate appointment workflows: notify attorneys, prepare appointment documents, and complete any required judicial reviews. Including certifications for the LFO remittance assistance program.

MINIMUM QUALIFICATIONS

Associate of Arts degree with coursework in finance/accounting, legal studies, social work or psychology, PLUS two (2) years of experience in a role responsible for care-centered support, finance and or office management in a judicial branch department, human services office, law office or; OR any combination of education, training, and experience which demonstrates the ability to perform the essential functions of the job.

SPECIAL

REQUIREMENTS

A valid Washington State Driver's License is required for employment. Must successfully pass a criminal background investigation and reference…