Receptionist

The Receptionist is responsible for providing customer service and clerical support to the Prosecuting Attorney’s Office as well as administrative support to the County Law Library Board. Must maintain courteous and cooperative working relationships with County departments, public agencies, and the general public, and work under the guidance of Local/State/Federal regulations and County policies/procedures.

• Answer all incoming calls and assist the person calling, or transfer call to appropriate staff member.
• Handle initial contact with all County, city, and state officials, police officers, attorneys and the public in a professional, courteous manner.
• Direct people to appropriate person, department, or organization.
• Converse with people who are frustrated, confused, angry or otherwise emotionally distressed.
• Pick up, appropriately document, and distribute all incoming and outgoing mail.
• Mark all incoming mail and documents with "Received” date stamp.
• Monitor the main Prosecutor’s Office email account; distribute messages as appropriate.
• Request and receive reports from law enforcement agencies regarding criminal cases.
• Create cases in ProsecutorbyKarpel (PbK).
• Upload all documents that relate to each case (paperless – electronic files) so that the records are complete and accurate to ensure tracking and logging for annual and internal reports as well as records management.
• File and record legal documents with the appropriate officials and agencies in a timely manner and ensure correct dissemination to appropriate parties.
• Handle inquiries from citizens needing access to the Kittitas County Law Library, to include provision and documentation of access procedures.
• Process vouchers for expenses incurred on behalf of the Kittitas County Law Library as authorized by the Kittitas County Law Library Board.
• Responsible to monitor computers in the Kittitas County Law Library to assure they are in proper working order and that adequate supplies are on hand for use by the patrons.
• Maintain inventory of all items in the possession of the Kittitas County Law Library, for addressing any issues relative to the condition of the Kittitas County Law Library, and addressing any and all issues that impact upon the operations and or functioning of the Kittitas County Law Library.
• Perform special duties/projects as requested by the Kittitas County Law Library Board and as approved by the Kittitas County Prosecuting Attorney if outside of the job description provided herein.
• Manage of the Criminal and Civil Division’s records and closed cases as assigned in accordance with office policies and procedures, as well as the Washington Secretary of State Archives records retention schedules (CORE and Prosecutor Schedule).
• Run a destruction log in PbK quarterly and provide that to the management team for review. Destroy records that have met retention once approved by DPAs and the Records Officer by deleting PbK case records as indicated in that division’s records management policy, deleting records from the A drive, G drive, and any other applicable location.
• Operate office machines such as computer, scanner, copier, printer, conference room equipment, Elmo, projector, calculator, multi-line phone, and mail machine.
• Prepare paperwork and reports as assigned from attorneys and supervisors.
• Prepare the Annual Report for the Prosecutor’s Office.
• Assist in overflow and other projects as assigned.

This job description is a summary of the primary functions and expectations for this position. Additional department-related duties may be assigned as required.

• High school diploma or GED equivalent and one (1) year of experience in legal office or related setting.
• Valid Washington State driver’s license.
• Equivalent education/experience will substitute for the minimum qualifications stated above at the discretion of the Chief Administrator or Prosecuting Attorney.
• A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as relativity to the position, age and time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into account.

Work is generally performed in a high volume office environment with sustained posture in a seated position, prolonged periods of computer operation, and periods of standing; frequent use of standard office equipment; regular interaction with employees and the public; periods of increased activity and exposure to angry or emotional customers; strength to lift, pull, push, and/or carry up to 25 pounds and potentially more with assistance; vision to read printed materials and a computer screen, and hearing and speech to communicate clearly in person or over the telephone; ability to sit, stand, walk, stoop, kneel, crouch, ascend/descend stairs, and reach with arms and legs. Periodic duties may require performance in non-office setting, outdoors, or at a variety of County locations.

Work is typically performed during standard business hours with some extended shift or weekend and evening work as needed. Regular and reliable attendance and punctuality are required. Periodic travel may be required for meetings and/or training opportunities. Must be able to safely operate a motor vehicle in varied weather conditions and levels of daylight.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.