Public Defense Case Management System Coordinator
- Summary
The Department of Public Defense (DPD) provides high-quality legal representation to indigent clients. DPD practices in several areas, including felonies, misdemeanors, juvenile defense, family defense (dependency cases), involuntary commitment (mental illness), sex offender commitment, and contempt of court. The department also works to address racial disproportionality in the criminal legal system, the collateral consequences of system involvement, and other structural and/or systemic issues that undermine the rights of our clients and their communities. DPD employs attorneys, skilled investigators, mitigation specialists, paralegals, and other support staff. Expert services are regularly funded, in keeping with state court rules.
To learn more about DPD, visit our website at: http://www.kingcounty.gov/courts/public-defense.aspx
About the Position
The Case Management System Coordinator is a new position responsible for managing the transition from DPD’s case management system Legal Files to eDefender. They will work closely with subject matter experts (SMEs), end-users, information technology analysts and the vendor, Journal Technologies Inc., to help design, configure, and test the new case management system integrating several existing software applications. The Coordinator will take part in meetings with the vendor, assist in usability testing, coordinate and help facilitate focus groups with departmental SMEs, assist in tracking project goals and milestones, assist the department in the coordination of inter-departmental data integrations, and help monitor vendor contractual obligations.
This role will also be responsible for the management and administration of day-to-day technical aspects of the system. They will develop an expertise in the use of the new case management system from an all user perspective and become fluent in the system’s capabilities, configurations, and standard uses. The Coordinator will provide training in the use of the system to current and new employees, provide ongoing assistance in the use of the system to individual employees, become proficient in running reports and configuring the system, and monitor data quality. They will also facilitate the use of several external information systems such Evidence.com and text-messaging software.
This role requires a self-starter with strong interpersonal skills. The ideal candidate will demonstrate a keen ability to find creative solutions to novel problems, understand the reason behind needs, and analyze and share information. They must be able to carry out work with a high degree of autonomy, customer service, communication, teamwork, and timeliness.
At this time, DPD intends to fill one career service or a six to twelve-month Term-Limited Temporary (TLT) position in the Director’s Office. The TLT position may also be filled as a Special Duty Assignment (SDA).
- For the career service role: the successful candidate would need to demonstrate skills necessary to fulfill both the build/implementation and ongoing administration work of the position.
- For TLT/SDA role: the successful candidate would need to demonstrate skills necessary to carry out the build/implementation phase of this work. Special duty opportunities are open only to current King County career service employees who have completed their initial probation. Special duty applicants must have approval from their current supervisor to accept an assignment.
Who May Apply
This recruitment is open to the general public. DPD’s Ethical Walls Policies and Procedures will apply to applicants, such that if you work or have worked for one of DPD's divisions, you may be ineligible for this position.
This position will require an ability to travel to multiple DPD locations based on business needs: Dexter Horton Building, 710 Second Avenue, Seattle; Jefferson Street Building, 1401 East Jefferson, Seattle; or Meeker Street Building, 420 West Harrison Street, Kent.
Work Schedule
This position is covered by the provisions of the Fair Labor Standards Act and is overtime eligible with pre-approval from the supervisor. The workweek is normally 8:00 a.m. to 5:00 p.m. Monday through Friday.
For more information, contact:
Elisha Mackey
Sr. HR Analyst
elisha.mackey@kingcounty.gov- Job Duties
Build/Implementation Duties:- Participate in meetings with Journal Technologies Inc., tracking action items and project progress.
- Assist in usability testing of eDefender during development, including providing feedback on user interfaces and usability.
- Coordinate and help facilitate focus group sessions with SMEs on several topics including timekeeping, discovery management, calendaring, records management, data tracking and reporting, and usability needs for civil and criminal court types.
- Assist in the distillation and summarization of SME feedback into actionable developmental recommendations.
- Participate in software and usability testing. This may include documenting and reporting issues to the project team so that issues can be prioritized and resolved before the system goes live.
- Assist in tracking project goals and milestones using Azure Dev Ops.
- Participate in meetings regarding inter-departmental data integrations and assist in inter-department coordination regarding integrations.
- Help staff monitor vendor contractual obligations during development and operations.
- Maintain current knowledge of related issues/standards in legal case management best practices.
- Provide end-user assistance and support for incoming queries and issues related to eDefender.
- Answer end-user questions regarding software processes, help end-users navigate through the system, and report issues to the project team for prompt resolution.
- Respond to queries either in person, through email, over the phone, or via video meetings. Walk end-users through problem-solving processes.
- Develop and present regularly scheduled eDefender training for new employees, including written materials and training manuals.
- Participate in regularly scheduled operations meetings and provide updates on upgrades, optimizations, and other activities by the vendor or DPD to improve the system.
- Update eDefender user interfaces and capabilities, based on vendor guidance, in response to changing DPD needs and requirements.
- Maintain user accounts and groups in eDefender.
- Coordinate with policy directors and other department leaders on the development of standard reports and ad hoc reporting processes.
- Coordinate with other vendors and KCIT staff on the maintenance and performance of eDefender integrations, including Evidence.com.
- Maintain user accounts for Evidence.com and Uptrust and respond to queries either in person, through email, over the phone, or via video meetings. Walk end-users through problem-solving processes.
- Attend and participate in unit and agency training and meetings as appropriate.
- Handle special projects and assignments.
- Other duties as assigned.
- Experience, Qualifications, Knowledge, Skills
Minimum Qualifications- Two years of experience in the administration and expert use of electronic case managements systems in a legal setting; OR
- Any equivalent combination of experience, education, or training that demonstrates the desired skills, knowledge, and ability required to perform the work.
- Experience participating in user acceptance testing and/or software usability testing.
- Experience in facilitating focus group sessions with people of diverse professional and personal backgrounds.
- Demonstrated experience as a liaison between end-users and information technology analysts and vendors in design, configuration, testing and maintenance of systems to ensure optimum system performance.
- Outstanding interpersonal skills, including the ability to work with internal and external stakeholders to determine creative solutions to solve problems.
- Outstanding communication skills and the ability to translate between technical and business language.
- Ability to develop, write, and communicate business processes and functional specifications for the continued support of functioning systems.
- An understanding of inter-department data integration challenges and needs.
- Experience in monitoring vendor contractual obligations.
- Outstanding organizational skills, ability to plan/perform work independently.
- Experience in developing and providing training in the use of a digital case management system or teaching in an equivalent area.
- Ability to identify software and user-interface issues and communicate their importance for correction.
- Experience in developing and presenting training programs to diverse groups.
- Experience working with customers and providing limited remote support on software issues.
- Proficient with Windows 10, Office 365, SharePoint, and MS Teams.
- Experience with troubleshooting business process issues.
- Ability to work independently on tasks and to multi-task with accuracy.
- Excellent written and verbal communication skills; an ability to clearly communicate complex ideas.
- Ability to learn software, business processes, and technical skills quickly.
- Experience documenting current business processes and models.
- Washington State driver's license or the ability to travel within the County in a timely manner.
- Supplemental Information
Special Note Regarding COVID-19
DPD is following Public Health and CDC guidance in regard to social distancing. Interviews for the position will be conducted remotely. Successful candidates may be required to telecommute and come into the office on a periodic basis; frequency could vary based on business and operational needs.
Application Process
Interested individuals should submit a complete online King County application (all blanks must be filled out and may not direct the reader to reference an attached resume or other document. Answers that say "see resume" will be considered as incomplete), a cover letter, and resume.
Selection Process
Materials will be reviewed for qualifications, and the most competitive candidates will be invited to participate in a panel interview process. Applicants may be required to demonstrate their qualifications at the time of the interview and/or skills assessment.
Union membership
The position will be represented by Service Employee's International Union, Local 925.
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To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact your recruiter listed on this job announcement.
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 10 paid holidays each year (plus 2 personal holidays)
- Generous vacation and paid sick leave
- Paid parental leave, family and medical leaves, and volunteer leave
- Flexible Spending Account
- Wellness programs
- Onsite gyms and activity centers
- Employee giving program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
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01Are you a current or former King County Department of Public Defense employee?
- Yes
- No
02If yes to the above, in which division(s)? Otherwise, please indicate N/A.- Associated Counsel for the Accused
- Northwest Defenders
- Society of Counsel Representing the Accused Persons
- The Defender Association
- Director's Office
- N/A
03How many years of experience do you have working with case management systems?- Less than one year
- One to three years
- Four to six years
- Over six years of experience
04Do you have any experience working with the eDefender case management system? If so, how much experience?- I have no experience working with the e-Defender case management system.
- I have at least one year of experience working with the eDefender case management system.
- I have been trained/certified in the eDefender case management system, but I have no experience using it in a work situation.
05Have you ever participated in initiating an enterprise-wide software integration/upgrade before?- Yes
- No
06If you answered yes to the above question, please us your job title and describe your role in that implementation.07Are you applying to this position as a Priority Placement Program Participant And Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff AND Do you possess the skills and abilities to qualify for this position?- Yes, I was given a layoff notice from my role at King County AND I am within two years of the effective date of my layoff. AND The position I was laid off from was the same or a higher percentage of FT status when compared to this one.
- No.
08If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff.Required Question