Office Specialist - Office of Public Defense
Cowlitz County, Longview, WA, United States
This position serves as liaison between all office staff and the public. This employee is primarily responsible for reception and department phones, and largely serves as clerical support to the rest of the Office of Public Defense Attorney’s divisions’ staff. This position supports the Office of Public Defense professional and administrative staff by providing clerical, reception, and secretarial support work, in order to maintain the department’s efficiency and service expectations.
Position open through March 31st, 2026.
Applicants must pass an NCRC Work Keys test no later than April 04/03/2026. See below for details.
Applicants must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys – National Career Readiness Test (NCRC) or current employees must have passed the Cowlitz County Clerical Exam. Test scores are valid for 5 years. Test cost is $90. LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday, and closed on LCC observed holidays. Testing is by appointment only. Applicants must take the NCRC tests no later than 3 business days after the job announcement closes. To schedule testing, individuals can register at www.registerblast.com/lowercolumbia or call the Testing Center directly at 360‑442‑2353.
Responsibilities
Prepare daily dockets and collaboration with the District Court Office. Prepare daily dockets and weekly trial calendars.
Develop office routines, procedures and systems as necessary.
Compose letters, responses, reports, memoranda and other official documents from dictation, verbal instructions, notes or on own initiative.
Schedule appointments, special hearings, court appearances, interviews and meetings by notifying participants and preparing the necessary paperwork and/or files.
Create and maintain timely and accurate files and records.
Receive and process all incoming mail and prepare appropriate responses.
Perform a wide range of other clerical duties to support the operations and administration of criminal cases and the department’s functions, including copying, faxing, assisting in preparing reports or special projects, setting up appointments or maintaining schedules for the staff. Extensive customer service activities related to cases and the office.
Attend and participate in staff meetings. Contribute ideas to enhance/improve the department and secretarial activities.
Attend and participate in employer‑sponsored training and seminars. Ongoing pursuit to upgrade skills and stay up‑to‑date with applicable legal changes. Share/communicate information/knowledge that will benefit the department.
Ensure that databases and resource materials stay current in all matters of law, procedural requirements, documents and forms.
Act as a confidential secretary, performing advance secretarial duties.
Maintain communication with the department, keeping them appraised of all developments relating to matters of concern.
Coordinate the paper flow process with the courts and other criminal justice departments or agencies for assigned cases.
Perform other duties and projects as assigned.
Qualifications
High School diploma or equivalent GED.
Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys – National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate.
One (1) year of experience in performing general clerical duties including office reception, customer service, preparing general correspondence and documents, and records management. Experience must include clerical work with personal computer applications including word processing, database and spreadsheets.
Possess and maintain a valid driver’s license.
Interpersonal and customer service skills to attend and deal courteously with the public, county employees and agencies requiring services. Develop and maintain good working relationships with staff, other county employees, local/regional/state agencies, court staff, prosecuting attorneys and their staff.
Effectively work in a cooperative and multi‑task work environment; work under date and time line requirements.
Communicate effectively orally and in writing in a professional, business‑like level. Maintain a professional appearance.
Exercise loyalty to the department, discretion over sensitive or confidential issues related to cases and department’s business.
Effectively handle exposure to difficult and unpleasant matters when dealing with cases and evidence.
Work well in a collaborative, as well as individual, work environment. Foresee needs and be pro‑active in addressing them.
Skilled in time and task management in order to multi‑task and work with frequent interruptions while meeting dates and timelines.
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Position open through March 31st, 2026.
Applicants must pass an NCRC Work Keys test no later than April 04/03/2026. See below for details.
Applicants must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys – National Career Readiness Test (NCRC) or current employees must have passed the Cowlitz County Clerical Exam. Test scores are valid for 5 years. Test cost is $90. LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday, and closed on LCC observed holidays. Testing is by appointment only. Applicants must take the NCRC tests no later than 3 business days after the job announcement closes. To schedule testing, individuals can register at www.registerblast.com/lowercolumbia or call the Testing Center directly at 360‑442‑2353.
Responsibilities
Prepare daily dockets and collaboration with the District Court Office. Prepare daily dockets and weekly trial calendars.
Develop office routines, procedures and systems as necessary.
Compose letters, responses, reports, memoranda and other official documents from dictation, verbal instructions, notes or on own initiative.
Schedule appointments, special hearings, court appearances, interviews and meetings by notifying participants and preparing the necessary paperwork and/or files.
Create and maintain timely and accurate files and records.
Receive and process all incoming mail and prepare appropriate responses.
Perform a wide range of other clerical duties to support the operations and administration of criminal cases and the department’s functions, including copying, faxing, assisting in preparing reports or special projects, setting up appointments or maintaining schedules for the staff. Extensive customer service activities related to cases and the office.
Attend and participate in staff meetings. Contribute ideas to enhance/improve the department and secretarial activities.
Attend and participate in employer‑sponsored training and seminars. Ongoing pursuit to upgrade skills and stay up‑to‑date with applicable legal changes. Share/communicate information/knowledge that will benefit the department.
Ensure that databases and resource materials stay current in all matters of law, procedural requirements, documents and forms.
Act as a confidential secretary, performing advance secretarial duties.
Maintain communication with the department, keeping them appraised of all developments relating to matters of concern.
Coordinate the paper flow process with the courts and other criminal justice departments or agencies for assigned cases.
Perform other duties and projects as assigned.
Qualifications
High School diploma or equivalent GED.
Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys – National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate.
One (1) year of experience in performing general clerical duties including office reception, customer service, preparing general correspondence and documents, and records management. Experience must include clerical work with personal computer applications including word processing, database and spreadsheets.
Possess and maintain a valid driver’s license.
Interpersonal and customer service skills to attend and deal courteously with the public, county employees and agencies requiring services. Develop and maintain good working relationships with staff, other county employees, local/regional/state agencies, court staff, prosecuting attorneys and their staff.
Effectively work in a cooperative and multi‑task work environment; work under date and time line requirements.
Communicate effectively orally and in writing in a professional, business‑like level. Maintain a professional appearance.
Exercise loyalty to the department, discretion over sensitive or confidential issues related to cases and department’s business.
Effectively handle exposure to difficult and unpleasant matters when dealing with cases and evidence.
Work well in a collaborative, as well as individual, work environment. Foresee needs and be pro‑active in addressing them.
Skilled in time and task management in order to multi‑task and work with frequent interruptions while meeting dates and timelines.
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