Front Desk Records Clerk/Civil Deputy Assistant

GENERAL PURPOSE

• Promotes an inviting and helpful atmosphere in the lobby and front desk. Under general supervision, services public records requests, inputs and maintains records related to Sheriff’s Office and criminal justice activities. Assists Civil Deputy with data entry, processing and serving of various legal documents, papers and warrants produced through the legal system and executed by the Sheriff’s Office.

ESSENTIAL FUNCTIONS

• Enter, inquire and retrieve information from the records management system, GOVQA and other related databases.
• Maintain Sheriff’s Office electronic records management filing system.
• Provide necessary data from eImpact software, including photos to record management system for completing accident reports.
• Provide timely public information requests to the public, attorney’s and insurance companies.
• Redact appropriate records as needed based on laws and codes before releasing.
• Provide background checks for other Agencies including the FBI.
• Receive and process payment for requests for crash and arrest reports, background checks and public information requests.
• Performs other related duties as assigned.
• Fingerprinting services.
• Notary services.
• VISA Clearance letters.
• Ordering and maintaining office supplies.

CUSTOMER SERVICE

• Greet Public and answer questions.
• Answer incoming calls and determine what division is best suited for assistance.
• Assist walk ins at the window.
• Process mail for delivery/pickup to Post Office; distribute incoming mail.
• Maintain a clean working environment at the front desk.
• Provide administrative support for the department.

Required Knowledge, Skills and Abilities:

• High School graduation or GED. Some clerical work or a combination of education and experience.
• Knowledge of personal computers, hardware and software including but not limited to Microsoft Word, Excel, Adobe.
• Ability to multitask duties.

Preferred Knowledge, Skills and Abilities:

• Records management principles, practices and methods.
• Knowledge of City, State and Federal laws, codes and regulations governing Law Enforcement records management.
• Knowledge of modern office practices and techniques.
• Knowledge of Law Enforcement policies and procedures.
• Skill in compiling and maintaining complex and extensive records.
• Skill in applying Law Enforcement records management laws, rules and regulations.
• Skill in effective oral and written communication.
• Skill in preparing accurate reports.
• Skill in data entry.

Civil Deputy Assistant

GENERAL PURPOSE

• Performs a variety of complex clerical duties designed to expedite the data entry, processing and serving of various legal documents, papers and warrants produced through the legal system and executed by the Sheriff’ Office.

ESSENTIAL FUNCTIONS

• Has the ability to gain considerable knowledge of Idaho code governing civil processes, general office management practices and procedures of the division.
• Know basic bookkeeping and accounting methods and learn the civil functions of the County Sheriff and its interrelationship with other county departments.
• Interpersonal communication skills.
• Knowledge of computer terminal operation and programs unique to civil document processing requirements.
• Assist in managing the day‑to‑day activities of the civil process in the Sheriff’s Office as needed. Must be able to coordinate with legal staff, private attorneys, court personnel regarding various civil processes and procedures.
• Help perform entry of civil documents into the process system as needed; bill for a collection of fees for all process that has been served and/or returned; dates and time stamps documents as needed to validate legal time requirements for service and formally registers the same; answers all questions from deputies, attorneys, plaintiffs and defendants.
• Coordinates Warrants of Distraint with the Tax Assessor’s Office; collects delinquent taxes or arranges sale of items to satisfy tax debt.
• Performs related duties as needed.

Required Knowledge, Skills, and Abilities:

• High School diploma or GED
• Operate standard office equipment i.e., calculator and photo copy machine and type 70 words per minute.
• Knowledge of personal computers, hardware and software including but not limited to Microsoft Word, Excel, Adobe.
• Ability to multitask duties.

Preferred Knowledge, Skills and Abilities:

• Ability to develop effective working relationships with subordinates, department heads and other state officers and employees.
• Perform basic mathematical computations.
• Communicate effectively, verbally and in writing.
• Read and interpret Idaho laws affecting total operations of the civil processing division.