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Record Administrative Specialist - City of Seattle - Seattle, WA

11/20/2018 12:32 PM | WSPA (Administrator)

Salary : $22.59 - $25.17 Hourly

Location: Seattle Justice Center, 600 5th Ave., Seattle, Washington 

Job Type: Classified Civil Service, Regular, Full-Time Day

Department: Seattle Municipal Court

Bargaining Unit: Teamsters, Local 763 - Municipal Court 11/27/18 04:00 PM Pacific Time 


The City of Seattle's Municipal Court (SMC) is one of the highest volume Courts of Limited Jurisdiction in the state with seven elected Judges, six appointed Magistrates, and over 200 staff. The Court adjudicates all misdemeanor and gross misdemeanor crimes, infractions, and civil violations authorized under the Seattle Municipal Code and certain Revised Code of Washington Statutes. 

Records Management is a unit under Judicial Operations. Records oversees the entire life span of Court criminal and civil case files. This includes processing and data entry of all court citations (Criminal and Infractions), case creation, criminal case preparation, as well as the archival and destruction of case files. The records team is currently accepting applications from qualified candidates for one, full-time Records Administrative Specialist 1 (AS1). The ideal candidate: 

  • Is self-motivated;
  • Can effectively communicate and interact with others;
  • Has excellent organizational skills and pays close attention to details;
  • Is experienced in updating and navigating databases with accuracy;
  • Has an aptitude for learning new systems; 

Perform a variety of support and administrative functions, which includes but is not limited to the following: 

  • Handle transactions with courtesy, confidentiality, accuracy and maximum efficiency reflecting a high
  • level of customer service.
  • Perform case data entry and scanning.
  • Assemble and prepare calendars for the Magistrate Court, Formal Court, and in-and-out-of-custody
  • arraignment calendars.
  • Pull, assemble, and verify computer printout listings, citations, SPD reports, worksheets, histories and
  • court dockets.
  • Process incoming court documents by researching case information and recording case notes in the
  • Municipal Court Information System (MCIS).
  • Prioritize and file documents in numerical and alphabetical file systems. 

Minimum Qualifications:
1+ year of office clerical support experience 

Combination of education, training, or experience can be substituted, which provides an equivalent background, required to perform the work of the class


Desired Qualifications: 

Some college coursework in business management, communication, criminal justice, public administration, or other relevant fields of study 

Intermediate skill level using MS Outlook, Excel and Word to accurately type/enter data.  1+ years' experience in some or all the following areas: 

  • Providing outstanding customer service
  • Retrieving and re-filing documents
  • Reading/comprehending legal documents, court rules, policies and procedures
  • Working in a government agency or similar handling sensitive information with a high degree of confidentiality
  • Updating and navigating database systems and accurately entering data.
  • Effectively establishing and maintaining positive working relationships with co-workers and the public 

Demonstrated ability to: 

  • Type 40 WPM and use 10-key entry
  • Work independently and as a team member
  • Prioritize tasks
  • Have a positive attitude
  • Adapt easily to change
  • Interpret and apply instructions
  • Work quickly, neatly and accurately
  • Work well under pressure and juggle multiple tasks • Maintain regular, reliable and punctual attendance 

Hiring Process 

Link to apply:  https://www.governmentjobs.com/careers/seattle/jobs/2271265/records-administrative-specialist-1

Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered. 

1. Completed NEOGOV online application.
2. Supplemental questionnaire responses.
3. Cover letter describing how your skills and experience align with the stated job responsibilities and 

4. Current resume indicating relevant experience and education. 

Your application will not be reviewed if these items are missing or incomplete. By completing the supplemental questions, you are attesting that the information you have provided is true and accurate. The Court will review any information provided in your application package and misstatements or falsification of information will eliminate you from consideration and/or employment if discovered after selection for the position. 

Attaching or pasting a cover letter and resume alone is not a substitute for completing the application itself. • Only those applicants selected for an interview will be contacted.

  • A job offer is contingent upon successfully passing the court's background check. The background check 
  • includes a criminal history background review, fingerprinting and reference checks.
  • This position is represented by an agreement between Teamsters Local 763 union, the City of Seattle, and 
  • the Seattle Municipal Court.
  • New employees are required to pass a 12-month probation period.

For more information on the Seattle Municipal Court, visit www.seattle.gov/courts. 

Who May Apply: This position is open to all candidates that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The Department encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ people, people with disabilities, veterans and those with diverse life experiences.
Accommodations for people with disabilities are provided on request.
The City is a Drug Free Workplace. 

Washington State Paralegal Association
PO Box 58530
Seattle, WA 98138-1530

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