COURT CLERK ASSOCIATE

COURT CLERK ASSOCIATE

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Job Description

Job Title: Court Clerk Associate

Department/Division: Clerk

Reports to: Clerk's Supervisor

Supervises: n/a

FLSA Classification: Non-Exempt

Pay Grade: 110

Employee Group: Courthouse

Revision Date: January 2026

Minimum Education: High school diploma or equivalent.

Minimum Experience: Two years of administrative support experience OR any combination of education and experience which would provide the knowledge, skills, and abilities to perform the job.

Minimum Certifications: Must be able to obtain certification as a US Passport Agent.

Other Requirements:

• Must be a US Citizen.
• Valid Washington State Driver's License if driving a vehicle for County business.
• Bilingual in Spanish preferred.

POSITION SUMMARY:

This position provides intermediate-level administrative support to the County Clerk's Office and provides courteous and efficient customer service to the public.

ESSENTIAL FUNCTIONS:

The following duties are essential for this position. However, they are not to be construed as exclusive or all-inclusive. To be successful in this position, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Assists the public, attorneys and other agencies with information, resources, procedures and court rules for completing forms and filings. This includes answering and screening incoming calls and directing to the appropriate staff.
• Assists with daily case management of civil, criminal, domestic, and juvenile court files, including creating and maintaining computer records, and complying with applicable statutes.
• Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Records and receipts payments according to established Court procedures; balances cash drawer at close of day. Assists Accounting division with end of day activities as assigned.
• Prepares court calendars for hearings; assigns court dates, assuring compliance with Washington State Codes and statutory requirements for due process and timely hearings. Schedules and re-schedules hearings as directed by court officials.
• Monitors case deadlines; supervises file management and maintains case files confidentiality/integrity; files court documents in paper and electronic formats.
• Performs courtroom duties. Prepares/maintains/files court minutes; records court proceedings; keeps detailed entries of all court actions to include where/when hearing took place, notates all parties present/not present and how they appeared for the hearing; marks/tracks exhibits, swears in witnesses, records outcomes of hearings (continuance, dismissed, disposition, appeal); files court orders and legal documents. Issues bench warrants as ordered by the court.
• Provides judge with updated case information and enters accurate entries into state-wide computer program as to each cases' status, parties involved, protection order or warrant status, ongoing court dates, and final judgement.
• Provides customer services for the Clerk's office as assigned.
• Administers oaths as required by statute.
• Enters judgments, orders, liens, warrants, writs, and bond payments, etc.
• Reviews incoming documents and new case filings for completeness and accuracy, accepting or rejecting per office protocol. Determines any required follow-up action by routing to the appropriate court official or processing according to department and statutory processes.
• Files and/or scans all court pleadings (paper filing and e-Filing) to create, maintain, close and retain the court record along with exhibits.
• Drafts letters and court orders, prepares legal documents, including temporary restraining orders, injunctions, orders to seal records, name changes, warrants, judgments of conviction, appeals, etc.
• Performs records management duties to ensure statutory timelines are met for all cases.
• Provides copies to appropriate parties, certifies, and notarizes documents.
• Processes invoices, receipts payments for fines, fees and forfeitures using court-approved financial software. Completes vouchers to bill the state for filing fees and abstracts.
• Enters appeal information timely, and works directly with transcriptionists, attorneys, and Court of Appeal staff. Updates all information in statewide program.
• Adheres to specific statutory time frames required to process case closing documents, orders, judgments and appeals.
• Assists the jury department with disbursing payment cards and certificates of jury service to potential jurors.
• Processes and sets hearing for sheriff sales of real property and holds the certificate of sale until the sale is complete and the certificate can be given to the buyer.
• Processes passport applications.
• Assists in the preservation of historical documents and records.
• Consolidates all paper records into one storage area to audit/correct/destroy. Ensures the integrity of the records per statute prior to destruction. Monitors/reviews all scanned documents for accuracy and needed correction.
• Composes general correspondence and prepares regularly recurring reports; types and distributes standardizes forms; proofreads and edits documents.
• Enters, scans, indexes, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic filing, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Office and County policies.
• Organizes and maintains resource information in a variety of formats.
• Assists with training other clerical staff.
• Assists other department personnel during peak period of work or for absences.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Court procedures, legal processes, and the criminal justice system.
• Legal terminology, forms, and documents.
• Administrative policies and procedures of the County.
• The County's and Office's operating requirements, policies, procedures, and practices; and local, state, and federal regulations related to department programs and operations.
• Current office practices and procedures.
• Operation of standard office equipment and software consistent with this position.

Skill in:

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

Ability to:

• Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position.
• Prepare and maintain accurate and concise records and reports.
• Apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Maintain professionalism and courtroom decorum at all times.
• Maintain effective working relationships with individuals within and outside the organization.
• Maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provisions of the Public Records Act and other applicable State and Federal statutes and regulations.
• Work the allocated hours of the position.

PHYSICAL AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to adverse environmental conditions.
• Work is generally in a moderately noisy office setting (e.g. business office, light traffic).

Position : 106000025

Code : 25-1

Type : INTERNAL & EXTERNAL

Location : CLERK - DOM, JURY, CIVIL, CRIM

Grade : CTHS GR 110

Group : COURTHOUSE

Job Class : COURTHOUSE

Posting Start : 07/15/2026

Posting End : 07/29/2026

SALARY RANGE: $56,430.40-$73,216.00

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