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Chief Deputy Clerk Clerk’s Office Page 1 of 3 KLICKITAT COUNTY, WASHINGTON POSITION DESCRIPTION POSITION TITLE: Chief Deputy Clerk EFFECTIVE DATE: March 1, 2016 REPORTS TO: County Clerk PAY GRADE: 68 DEPARTMENT/DIVISION: County Clerk’s Office FLSA STATUS: Exempt LOCATION: Goldendale POSITION STATUS: Full-time BASIC JOB PURPOSE/FUNCTION: Responsible for all the functions of the Clerk’s Office in the absence of the elected official. Provides lead supervision and management of all criminal and civil cases. Provides lead support to staff, including training, and making recommendations regarding hiring and disciplinary actions. Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service. Must be knowledgeable and remain current on legislation, legal requirements and ordinances affecting applicable areas. ESSENTIAL JOB DUTIES: 1. Assumes full responsibility of the office in the County Clerk’s absence, including signature authority and other duties normally reserved, by statutory authority for the County Clerk. 2. Supervisor and manager of criminal and juvenile offender files. Maintains accurate, permanent record, utilizing current document management technology, of each document filed in the Clerk’s office. 3. Supervisor and manager of all civil cases. Analyzes court orders and judgments to determine appropriate Clerks action. Manages, receives and sets up case level investment funds. 4. Prepares reports and analyzes data and documentation in family law and paternity cases to make a determination of those cases eligible for reimbursement and prepares reimbursement reports. Prepares annual child support budget for the State Support Enforcement Title IV grant program based on the compiled data. 5. Oversees confidential and sensitive filings within specific case types. 6. Accountable for accurate data entry into database systems ensuring all criminal history for each defendant, felon convictions and judgments are recorded. 7. Advises Superior Court Judge and/or Prosecutor of any discrepancies in documentation. Prepares documentation for state prison facilities. 8. Processes appeals to the Appellate and Supreme Courts following detailed procedures, statutes and Washington Court Rules. 9. Supervises legal financial collection program: Manages Clerk’s collection program including developing and implementing process, making personal contacts with defendants, reviewing financial statements, setting payment schedules. 10. Maintain knowledge of various computer applications, including but not limited to the state judicial information system, courtroom recording system, JAVS court video, jury management system, and supervision of same. 11. Supervises and trains staff in the operation of the Clerk’s imaging system. ---PAGE BREAK--- Chief Deputy Clerk Clerk’s Office Page 2 of 3 12. Supervises and trains staff in all aspects of the facilitator program. Analyzes court orders and makes independent determination as to any further procedures to be followed, issues writs, summonses, and pro se subpoenas and assist with questions regarding legal forms sold. 13. Site administrator for the courts: Manages and resets staff security level and passwords in SCOMIS and JIS application as directed by Clerk; oversees staff functions regarding all applications; maintains complex security applications and codes; analyzes and corrects complicated bookkeeping errors in conjunction with JIS advisory. Audits person record changes made by other counties to mutual defendants and/or restitution recipients. Audits functions relating to receipting, adjusting or correcting fees and collection of money. Supervises staff in receipting entries. Reports all inconsistencies directly to the Clerk. 14. Promotes public confidence in the courtroom by serving as courtroom clerk for criminal and civil motions and trials. 15. Accurately writes and preserves minutes of courtroom proceedings synopsizing counsel’s oral motions, arguments, rebuttals and Court’s oral rulings in judicial proceedings, utilizing current courtroom technology to produce minutes and maintain the record. Administers oaths to jury and reads jury verdicts. 16. Reviews cases and determines appropriateness of securing and releasing exhibits from trials for which the case has been satisfied or dismissed. Audits the exhibits in clerk’s possession and obtains required clearance from attorneys and prepares Judge’s release order. Ensures that hazardous material, items contaminated with semen, blood or other hazardous substance, drug contraband and firearms is released and signed over to the appropriate law enforcement agency. 17. Supervises and trains agents of the federal government, to reviews and executes passport applications. ADDITIONAL JOB DUTIES: 1. Routine daily office duties, including but not limited to: Filing, scanning and data entry, receipting fines, restitution and fees, prepare vouchers, opening and processing mail and assisting citizens and County. 2. Must comply with strict confidentiality all cases designated by stature as closed to the public. 3. Provide assistance with the preparation of reports. Must be familiar with principals of budget monitoring. Participate and assist in the development and administration of department budget; Monitor and control expenditures for assigned area and reconcile bills. 4. Assist in the processing of certificates pertaining to dissolutions and legal separations and certified copies of Decrees of Adoptions to the Department of Vital Statistics. 5. Provide customer service, in person, by phone or by electronic means, to a wide variety of individuals, who may be professional or public. Tact and discretion are required when dealing with hostile and difficult personalities, awkward situations, or when confidential records are in question. REQUIREMENTS/MINIMUM QUALIFICATIONS: Knowledge of principles, practices, and techniques and related tools/equipment to accomplish the basic function of this position, including any safety and/or legal requirements. This may, but not necessarily, include specialized skills. Any equivalent combination of education and experience that provides the applicant with the required knowledge, skills, and abilities to perform this job. A typical way to obtain the ---PAGE BREAK--- Chief Deputy Clerk Clerk’s Office Page 3 of 3 knowledge and abilities would be High School diploma or GED, and Four to six years of previous related legal work experience or two years of related training is typically required and managerial work experience is preferred. Licenses, Certificates and Other Requirements Valid state driver's license in state of residence WORKING CONDITIONS: This position requires the ability to perform those activities to complete the essential functions of the job, either with or without reasonable accommodation. The position requires handling of various hazardous material and firearm exhibits. Mental activities required by the employee in this position include decision making, interpersonal skills, supervisory skills, teamwork, creativity, customer service, mentoring, use of discretion, presentation/teaching, problem analysis, negotiation, and the ability to perform math and to read, write, speak and understand English. Required physical activities can include frequent keyboard fingering, talking, repetitive motions of hands and wrists, sitting, hearing and lifting, pushing, pulling, and carrying objects up to 10 pounds. Work will be performed 40% in an office environment and 60% in the courtroom. Work may be performed in volatile environments. Stress associated with competing priorities, rigid schedules, hostile customers, emotional victims, and abused children must be considered an element of the job. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skills typically required, and the scope of responsibility, but is not and should not be construed an all-inclusive listing of responsibilities, skills, work requirements, or working conditions. While it is intended to accurately reflect the position activities and requirements, individuals may perform other duties and Klickitat County, Washington reserves the right to modify, add or remove duties, and assign other duties as necessary, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the work load.