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HomeMy WebLinkAboutJuvenile Court Services Clerk II EFF RSON COUNTY J E OU Job Description Job Title: Juvenile Court Services Clerk II Department: Juvenile and Family Court Reports To: Juvenile Court Administrator FLSA Exempt: No Union: UFCW BBP: No Salary Level: Grade 25 Location: Courthouse Approved By: Human Resources Manager Approved Date: July 2020 SUMMARY Performs clerical work in the administrative and technical support of the Juvenile and Family Court. Duties are highly confidential in nature and involve constant contact with the public. This position is responsible for providing information and assistance as provided by State statute. May perform some direct client supervision for purposes of monitoring client compliance under the direction of the Probation Officer and/or Juvenile Court Administrator. This is a "lead" position in the department with responsibilities that can include assisting the Administrator with partial supervision over training, planning, and cooperation of clerical functions. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Performs as receptionist, if necessary. Greets juveniles, parents, and general public in person or over the telephone, ascertains the nature of business and may obtain routine information, and provide standard information in response to general questions concerning juvenile matters. May include answering all incoming telephone lines of department and routing calls to appropriate extensions. This can include supervision of juveniles pending detention placement. Receives and logs all referrals according to referral type. Tracks referrals to result; i.e., charging, contact only, diversion, runaway etc., and routes to appropriate staff member. Opens and prepares case files, assembling all necessary forms and information,preparing initial information including criminal history domain for pre- screen risk assessment. Enters updates,retrieves and processes computer data. Obtains driving and criminal records for office use, providing juvenile criminal history and referral information to prosecuting attorney for charging decisions. Submits all UA results to lab and receives results from lab,tracking results and providing necessary documentation to probation staff and client family. Prepares legal documentation and initiates correspondence in the course of supporting such programs as truancy, youth at risk,probation, diversion and guardian ad litem, and JOIN. Jefferson County Job Description: Juvenile Court Services Clerk II Page 2 of 4 Assists in the coordination of volunteers for the diversion and guardian ad litem programs. Assists the JOIN project by providing updated case load information and attends JOIN meetings as directed by the Juvenile Court Administrator. Performs clerical work of an accounting nature related to maintaining cost accounting records of the department including preparation of employee time records,purchase orders and reports. Maybe responsible for receivingrevenue and disbursements to individualized funds. May p prepare billings for State - contracted services, submit reports for various departmental programs and supporting activity data. Prepares detention billings to parents. Performs other duties as assigned or required. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data. Problem Solving- Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Technical Skills - Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service -Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills -Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control. Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication- Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics -Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgement-Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision- making process; Makes timely decisions. Planning/Organizing- Prioritize and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives. Professionalism-Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Jefferson County Job Description: Juvenile Court Services Clerk II Page 3 of 4 Quantity-Meets productivity standards; Completes work in timely manner; Strives to increase productivity. Safety and Security- Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability- Follows instructions, responds to management direction; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative - Asks for and offers help when needed. Innovation- Generates suggestions for improving work. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); and minimum two (2) years' experience as a Juvenile Court Services Clerk in the State of Washington including a minimum of one (1) year experience in a Juvenile Court(JUVIS) setting with a minimum of one (1) year experience with juveniles in either a formal or volunteer setting; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of legal office practices and procedures and legal terminology, and document formats. Ability to operate personal computer and software programs, computer terminal and standard office machines. Jefferson County Job Description: Juvenile Court Services Clerk II Page 4 of 4 Knowledge of the operation of the court system and case processing activity. General knowledge of the public school system. Ability to work independently and in a high pressure work environment. Ability to secure and impart information accurately. Ability to use tact and judgment in responding to public, law enforcement,juveniles, school administration, and officials from other agencies. Ability to remain calm and productive in a busy office environment under stressful conditions. Ability to establish and maintain effective working relationships with co- workers,public officials and the general public. Ability to plan own work and may edit work of co-workers. Understands the need for maintaining confidentiality of sensitive information. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER POSITION This position is the senior level position in a career ladder for Juvenile Court Services Clerks. The entry position is Juvenile Court Services Clerk I. Advancement from Juvenile Court Services Clerk Ito Juvenile Court Services Clerk II within the career ladder requires meeting the qualifications for Juvenile Court Services Clerk II and a positive recommendation from the Juvenile Court Administrator.