Department: Sheriff’s Office – Civil Division

Salary Range: $27.17 – $34.38 per hour (Hourly, Non-Exempt)

General Position Summary
At the direction of the Chief Administrative Manager will plan, prioritize and coordinate the activities of the Clerks who are engaged in processing of civil papers, issuing concealed handgun licenses, responding to records requests, entering of non-emergency calls and other public relations. In addition, this position will plan, prioritize and coordinate the activities of the Civil Deputies who are engaged in serving civil and legal court papers throughout Klamath County.

Essential Functions
The following may not be all inclusive and other duties may be assigned.

Coordinates assignments, schedules and assists with review of clerical work on civil process and related actions such as subpoenas, wage garnishments, receipt of deposits and fees.   

Coordinates assignments, schedules and assists with review of clerical work on records process such as preparation, distribution, retrieval, retention and/or release of police reports, criminal records, Concealed Handgun License and other information utilized in the Sheriff’s Office. Prepares police reports, proofreads and checks reports for completeness and compliance with IBR standards.

Coordinates the preparation of required documents for and execution of judicial sales; to include scheduling of sale, preparation and delivery of Notice of Levy and Sale, notice of publications to local newspaper and OSSA, communication with attorneys for postponements, cancellations and opening bids, determine the highest bidder at auction, preparation and delivery of Certificate of Sale, Return of Service and Issuance of Sheriff’s Deed. Record and track income and expenditures of each case.

Assist with coordination of day-to-day work of the Civil Deputy(s) and Civil Clerk(s).  

Files and indexes material, such as, civil cases and records of judicial sale; responsible for file retention; make arrangements for incineration; ensures that records in the civil section of the records vault are properly maintained.

Must possess knowledge of Public Records Law/Civil Process Laws and stay abreast of changing state and federal laws associated with Civil Process.  

Train and orient Sheriff’s staff in standard reporting and report distribution procedures and/or formats. 
Maintain liaison with staff of the District Attorney, courts and other law enforcement agencies regarding methods and standards for collection and dissemination of information, assists attorneys and general public seeking information regarding civil procedures relating to the Sheriff's Office, cases on file and public records requests.

Coordinates, reviews and processes daily deposits in the County’s financial system.  

Coordinates office supply orders for all divisions of the Sheriff’s Office.  

Process and provide monthly stats and reports for Patrol and Civil.  

Operates and serves as the representative to Law Enforcement Data System (LEDS), and CJIS databases, providing criminal history and motor vehicle information for Sheriff's Office personnel and the Court system to complete reports.

May conduct research in order to determine the location of the persons named in the documents received for service; provides forwarding information if recipient has moved from the County.  

May assist and be responsible for other duties, and special projects as assigned by the Command Staff.

Supervisory Responsibilities
This position has no supervisory responsibilities.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Certification, & Experience
High school diploma or general education degree (GED); BA/BS preferred: work in jobs having similar duties; experience in supervision preferred.
Valid Driver's License
Ability to be sworn as a Civil Deputy.

Knowledge, Skills & Abilities
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills
To perform this job successfully, an individual should have knowledge of Spreadsheet software; Word Processing software and Contact Management systems.

Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear.  The employee is frequently required to walk; sit and use hands to finger, handle, or feel.  The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; outside weather conditions; extreme cold and extreme heat. The noise level in the work environment is usually moderate.

Work Schedule
The normal work schedule is 8.00 hours per day 5 days per week; exact schedules are assigned by management.  It is the attendance standards of the employer that all employees be present and on time each shift they are scheduled to work.  Full or partial absence during any scheduled shift, arriving late, or leaving early, for whatever reason, may result in disciplinary action up to and including termination of employment.  Time off may be approved if allowed by applicable policies covering illness, injury, or other personal emergency.