Deputy Clerk I - Clerk's Office

This position performs duties related to maintaining case file information for Superior Court in accordance with the procedures set forth in Revised Code of Washington, Rules of Court, bargaining unit contract and departmental policies and procedures. Manage juries for both Superior Court and District Court. Assist public, legal community, and state and local government personnel, taking care to avoid giving legal advice.

This position closes on January 21, 2025.

Benefits Information:

Cowlitz County offers a generous benefits package which includes:

• Medical/Dental/Vision  (includes dependent coverage)
• VEBA/Health Retirement Account for those who qualify
• Retirement through Washington State Public Employees Retirement System
• Life Insurance 
• Deferred Compensation plans available (457b)
• Vacation, Bonus and Leave Days Paid
• 11 Paid Holidays
• Reasonable work hours

The County

Cowlitz County is a great place to live and work. Located along the Columbia River less than an hour from the Cascade Mountains and the Pacific Ocean, Cowlitz County provides an abundance of outdoor recreational opportunities and easy access to the Arts. The I-5 corridor runs right through Cowlitz County providing quick access to the Vancouver, Washington and Portland, Oregon metropolitan areas. 

NOTE:  The duties of Deputy Clerks are divided and assigned distinctively to different individuals on a permanent basis or rotated among Deputy Clerks as assigned by the County Clerk, as cross-training permits it. They will assist each other as needed or assigned in order to fulfill the responsibilities and services of the Clerk’s Office.

General Duties All Deputy Clerks:

1. Assist the public and legal community in accomplishing necessary business with Clerk’s Office through answering of phones, waiting on the counter, written correspondence and e-mail. Ensure that confidential or sealed information is not released unless authorized.
2. Maintain, update, secure, and archive all case records filed with Cowlitz County Superior Court.
3. Certify legal documents using the Cowlitz County Superior Court seal.
4. Attend and participate in staff meetings. Provide input and recommendations to improve own work processes and the general operation, performance and services provided by the department.
5. Attend required or offered training courses.
6. Perform other duties as assigned by the Chief Deputy, County Clerk or Office Manager, including training staff.

Judicial Operations Deputy:

1. Receipt monies for fines, bail, restitution, court costs, clerk’s fees, and trust accounts.
2. Balance cash drawer daily, provide all money receipted to Account Clerk for deposit.
3. Accept documents for filing and assign case numbers on new cases.
4. Accept documents for presentation to a judicial officer. Review pleadings to ensure proper routing, receipt fees and forward to Superior Court Administration. Process documents upon return from judicial officer.
5. Issue Writs, Letters of Testamentary, Letters of Guardianship, Letters of Administration, Subpoena’s, Transcripts of Judgment, Abstracts and Orders of Sale ensuring all requirements have been met.
6. Provide forms to litigants of domestic violence and forward protective orders to law enforcement agencies as required by law.
7. Provide forms for sale and procedural assistance to the un-represented litigant, taking care not to give legal advice.
8. Provide copies of all child support related filed documents to the Washington State Support Registry as required by law.
9. Perform monthly audits for protection order validations for local law enforcement agencies.
10. Record witness attendance for Superior Court trials and forward to Account Clerk for payment.
11. Administer jury oaths, read verdict and poll jury if so requested at trial.  When necessary during deliberations, remain on call after regular business hours to take verdict. Perform court bailiff duties in absence of bailiff.
12. Take minutes on jury trials and hearings held by Superior Court, including audio and recording. Enter relevant information into the statewide computer system. Distribute required information to appropriate departments and agencies.
13. Mark and maintain custody of evidence presented and accepted in court.
14. Monitor all forms and supplies public access area and/or the counter. Work with Office Manager to maintain adequate inventory.
15. Perform searches of records as requested by customer at the counter or through written correspondence.
16. Maintain office correspondence following requirements of the Washington State Archives Retention Schedule.
17. Prep files for scanning when other duties are completed.

Judicial Criminal Deputy:

1. Organize and update criminal calendars daily, attend to a variety of duties related to criminal calendars including docket cutoff times, adding and/or removing hearings, noting recusals and disqualifications on behalf of the court. Monitor docket capacity to ensure accurate scheduling. Ensure all pleadings filed prior to deadline have been scanned and are available to the judicial officer. Enter all data on hearings and new cases accurately, and well as accurate electronic records on the statewide database of all felony arrests in Cowlitz County.
2. Create new cases for all felony arrests.
3. Create new cases and prepare summons as requested by Prosecutor’s office. Forward packet to law enforcement for service.
4. Attend all criminal dockets and record minutes and complete entry in statewide database. Ensure accuracy of documents presented in court for filing. Operate courtroom proceeding equipment.
5. Prepare all bench warrants ordered by court and send to law enforcement for entry.
6. Attend specialized Therapeutic Court dockets. Record information for files and set future hearings.
7. Process lower court appeals, preparing an Order Setting Case Schedule and mailing to all parties. Upon disposition of appeal prepare Mandate and send copy of court’s decision to District Court.
8. Process all criminal appeal transcripts as required to the Court of Appeals.
9. Create and process arrest warrants requested by Prosecutor’s office. Forward to law enforcement for service and send copies to Prosecutor’s office. Keep track of “quashed” warrants and contact local Law Enforcement Records to return the warrant.
10. Ensure fingerprinting of convicted defendants at sentencing and review all paperwork received while in court on calendars to ensure accuracy. Prepare post-conviction paperwork when necessary and distribute copies of sentencing/disposition paperwork to proper agencies as required.
11. Record bail, release conditions, attorney appointment and no-contact orders, and send to the criminal justice agencies as required.
12. Upload data  on applicable cases to Department of Licensing - Firearms Division.
13. Upload data on applicable cases to Department of Licensing - Motor Vehicles Division.
14. Participate in regular criminal case processing meetings with judicial officers, attorneys and other stakeholders.
15. Respond to all correspondence and questions.

1. Organize and attend to a variety of duties related to all civil/domestic calendars. Ex: child support/custody issues, divorce, domestic violence, unlawful detainer actions, paternities, civil lawsuits, probate, guardianship and adoptions.
2. Take minutes on hearings and case dockets held by Superior Court. Enter relevant information into the statewide computer system.  Distribute required information to appropriate departments and agencies.
3. Verify service of Protection Order papers before court calendar and ensure that paperwork gets forwarded to proper law enforcement agencies.  Enter data on domestic violence protective orders.
4. Process bench warrants on all civil and domestic cases as per court order.
5. Process all civil appeal transcripts and verbatim reports to the Court of Appeals.
6. Process lower court appeals, preparing an Order Setting Case Schedule and mailing to all parties.  Upon disposition of appeal prepare Mandate and send copy of court’s decision to District Court.
7. Process foreclosure sales, coordinating with Sheriff’s Department, attorneys and buyers.   
8. Record all court ordered monetary judgments into the computer system for access by title companies and other public entities.
9. Monitor cases for Clerk’s dismissals, preparing and mailing notices as required.
10. Maintain a complete and accurate record of each document filed with Superior Court by posting data into the WA State database.
11. Distribute daily statistical and new case filings, weekly trial calendars and judgment reports.
12. Complete and forward monthly vital stat forms to WA State Department of Vital Records on dissolutions that are finalized.
13. Complete Adoption Data Card and forward Adoption documents to Washington State Department of Health.
14. Monitor judgments involving motor vehicle deaths or injury.  Notify the WA State Department of Licensing if unpaid so that they can rescind debtor’s driver’s license.

Jury Management Clerk:

1. Manage jury pools for Cowlitz Superior, District, and Municipal courts.
2. Prepare and send out jury summonses.  Send reminders to those who fail to respond.  Excuse jurors by using guidelines provided by judges, refer requests not conforming to guidelines to judges for further determination.
3. Perform customer service for jury duty.
4. Schedule appropriate number of jurors required for trials by updating a “juror reporting” recording through voice mail and the jurors’ info page on department’s Website.
5. Register jurors on the day assigned, assign jurors to specified courts, prepare paperwork for court to use in jury trial with random list selected.
6. Review master jury list, received annually, retrieved from voters’ registration and Washington State Driver’s License records.  

7. Update jury master list for duplicate names, deceased individuals and those that have moved.

8. Prepare payroll sheets of jurors’ time and mileage and forward copies to County Auditor for payment.
9. Keep track of juror-reporting statistics for use by department head.

Records Management Clerk:

1. Organize and scan daily documents filed.
2. Proof Scanned documents thoroughly. Perform final check for proper sequence of numbered documents, case parties, case numbers and general clarity.
3. Scan all dockets, jury payroll, proofing logs and other office records. Maintain for required timeframe according to Washington State Archives retention schedule, then destroy.
4. Obsolete or rescan documents as requested by management.
5. Create sealed case files when necessary.
6. Assist with Change of Venue cases. Burn a CD or download case documents to be transferred, obsolete all documents upon completion.
7. Coordinate with Washington State Archives for transfer of archival records.
8. Prepare monthly shredding and complete Order for Destruction.
9. Retrieve case records, which may be located in numerous areas, for title companies, attorney’s offices, courts, law enforcement, other agencies, and the public. Scan file prior to replacing.
10. Secure area for storage of evidence/exhibits. Monitor cases for timely disposal and prepare motions and orders for destruction.
11. Photograph exhibits as necessary and work with exhibit clerk to facilitate their return to law enforcement or counsel.
12. Monitor the storage of all case files, which requires organizing and moving large numbers of files.
13. Assist in coordinating the scanning process of inactive files by the extra help and volunteer personnel.

Deputy Clerk I:

1. High School diploma or equivalent.
2. Knowledge and experience in the use and operation of personal computers with word processing and database software. Skilled in high volume data entry requiring high degrees of accuracy.
3. One (1) year of experience in a clerical capacity with strong customer service and high-volume records management.
4. Must be able to type at least 40 words per minute.
5. Pass a full background check.

Deputy Clerk II:
In order to promote to Deputy Clerk II, an employee must train and complete assessments in three of the five specific departments of the Clerk’s Office. A Deputy Clerk II has expanded knowledge of the court system and is highly trained in courtroom hearings and jury trials. A Deputy Clerk II assists with training a Deputy Clerk I.

1. Strong interpersonal and customer service skills to courteously deal with the public and other county employees requiring services. Develop and maintain good working relations with other county employees, outside agencies, lawyers, title companies, and law enforcement agents.
2. Work well independently, as well as in teams and cooperative environment, which requires coordination with other staff.
3. Manage work-related stress and perform work in a multi-task environment. Organizational and time-management skills in order to complete work within date/time deadlines.
4. Communicate effectively orally and in writing in a professional business-like level. Possess and apply legible handwriting.
5. Maintain a professional appearance.
6. Exercise discretion over sensitive and confidential issues related to the department, the courts and their business.
7. Maintain high accuracy, ethics and efficiency in handling money-cash transactions, maintain the cash drawer and give accurate change.

Salary : $48,984 - $57,624