POSITION IDENTIFICATION

Title:                   Sheriff Administrative Clerk

Permanent       Full-Time   

Pay Grade 13:  Pay Scale  $23.68 - $29.19      Non-Exempt

Work Unit:        Park County Sheriff’s Office  

Supervisor:      Reports to the Sheriff and Undersheriff

ASSIGNED DUTIES AND TASKS

Position Overview:  This civil position holds the primary responsibility for being an administrative assistant to the Sheriff and Undersheriff in the management of civil processes and concealed carry permits. This position is responsible for operating within standard operational procedures. Position is responsible for the processing, posting, and recording all civil papers efficiently and accurately.  Additionally, the position incumbent must keep accurate financial records reflecting the operations of the Sheriff’s Office. This position requires professional communication with the public through in-person interactions, email and telephone. Position incumbent assists jail personnel as required by circumstances and may assist with prisoner transportation.  Position incumbent completes any other office duties as directed by the Sheriff or Undersheriff. Position requires full understanding of confidentiality.

All duties below are essential functions unless otherwise indicated. Duties of the position are not all inclusive and subject to change.

A.   ADMINISTRATION OF CIVIL PAPERS AND PROCEDURES

• To prepare civil process papers for service; Summons and Complaints, Parenting Plans, Petitions for Guardianship, Dissolutions of Marriage, Orders to Show Cause, Petitions, Youth in Need of Care, Subpoenas, No Contact Orders, Orders of Protection, Temporary Orders of Protection, Small Claims, Criminal Summons, Writs of Possession/Assistance, Writs of Execution, Jury Trials, Notices and Letters.
• To maintain detailed and accurate civil and department records.
• To organize, execute and participate in Sheriff’s Sales, Seizure of Property, Levies, Wage Garnishments, Postings and Agister Liens.
• To work in conjunction with attorneys and other departments on Civil and Departmental issues.
• Manage Forest Service contracts, including timely submission of reports.
• To complete MTNIBRS approval and reporting to State/FBI.
• To facilitate MRDTF contracts and manage reporting to Gallatin County.
• To prepare and send reports on Clyde Park Call Statistics.

 B.  CONCEALED CARRY PERMITS

• Accept Concealed Carry applications and training certificates. Review for required content.
• Process payments and issue receipts to applicants.
• Prepare transmittal cover sheet for Sheriff’s/Undersheriff’s approval to run a background check, and then submit to Dispatch.
• Review background check for content and investigate any records by researching court dispositions. Coordinate with FBI and in the Leep system as needed. Communicate findings to the Sheriff and obtain approval prior to issuing permit.
• Enter information into Alpha Card system and notify applicants for pick up.
• Permit Issuing hours: Thursdays only from 2:00 pm – 4:00 pm, additional appointments can be scheduled as needed.
• Once permit is approved and delivered to applicant, enter details in Permits System.
• Notify Dispatch so that information can be entered into CJIN.
• Organize and maintain permit folders and related records.

C.   FINANCIAL RECORD DUTIES

• To accurately receive and record deposits, and ensure proper disbursement of collected funds with the Park County Treasurer.
• To maintain accurate financial records for the Sheriff’s office.
• To assist with departmental grant management and oversight.
• To support the department in developing and managing the budget.
• To process invoices and make purchases for the Sheriff’s office and Detention.
• To participate and gather files for internal and external audits (Accounting, County Auditor, FBI and State of Montana).

D.  MISCELLANEOUS DUTIES

• Provide support with Detention Center operations, such as conducting searches, processing bookings, supervising inmate showers, and transports.
• Serve as notary public for the Park County Sheriff’s Office, Detention and inmates as needed.
• Issue Liquor and Catering Permits for offsite catering events.
• Process Special Permits for the sale of beer and wine, and issue Open Container Waivers.
• Maintain Federal Firearms License documents file.
• Assist with towing and processing abandoned vehicles in the county.
• Attend office meetings and accurately record minutes.
• Follow County Sheriff, Local Detention Center/Jail Schedule for records retention.
• Maintain vehicle records for Park County Sheriff’s Office.
• Maintain fire extinguishers in department for compliance.

E.   OTHER DUTIES AS ASSIGNED

Perform other duties as may be assigned by Park County Sheriff or Undersheriff.

KNOWLEDGE

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.  Knowledge of bookkeeping and/or accounting principles and practices. Working knowledge of procedures for accounts receivable and accounts payable.  Working knowledge of business English, spelling, punctuation and math.  Working knowledge of modern office practices and procedures. Self-starter, have strong research skills and attention to detail. Basic knowledge of civil practices and Law Enforcement terminology preferred. Knowledge of Real Estate and personal property sales and of the Montana Code Annotated is preferred.

Education and Experience

High School Diploma or GED, as well as MLEA Civil Process Course once hired. Candidate with records management system experience of at least one year is preferred. Basic Computer skills and knowledge of Microsoft suite. Knowledge of MT Civil Laws and MCA. Must be able to meet security approvals and pass the background check for Park County Sheriff’s Office. Ability to remain calm working in high pressure and stressful situations as needed. Experience handling confidential information.

Certifications, Licenses, Registrations

Valid Montana Driver’s License

Once hired, the following certificates are required:

MLEA Civil Process Certificate

Notary Commission

MTLEIRA Records and Civil Training Certificate

CJIN Security Certificate

NICS Certificate (National Instant Criminal Background Check System)

CPR and First Aid Certificate

Fire Extinguisher Training Certificate

Mental Health Training Certificate

Front Desk Safety and Security Training Certificate

NIBRS Levels 1 and 2 Certificate

ACCOUNTABILITY

The Civil Administrative Clerk works independently within established standard operating procedures. Ability to perform detailed work with a high degree of accuracy is necessary.  Ability to multi-task, prioritize projects and meet deadlines and maintain confidentiality in written /verbal information; policy manuals are available.

CONFIDENTIALITY

The position requires handling non-public confidential information.  The person in the position acknowledges the confidential nature of non-public information regarding county employees and elected officials.  Consistent with applicable policy and guidelines, this position will respect and safeguard the privacy of employees, elected officials and Park County and the confidential nature of information in accordance with Montana state law, without limiting the general nature of this commitment. This position will not access or seek to gain access to confidential information regarding any past or present employees, elected officials, and Park County in the course of fulfilling job responsibilities.  The person in the position hereby acknowledges that the person understands that in this context, confidential information is considered all non-public information that can be personally associated with an individual. 

If in the course of executing job responsibilities, the person in the position accidentally accesses information that others might consider inappropriate for this position to access, the person in the position will notify the person’s supervisors of the date and time of the access.  If a question arises at a later time, it will be understood that the access was accidental.  The person in the position will not disseminate any such information.

By signing this Position Description, the undersigned hereby acknowledges reading and understanding this section regarding confidentiality and agrees to abide by the terms and conditions set forth herein.  Violation of confidentiality may warrant disciplinary action, up to and including, suspension, demotion or termination of employment.

INDEPENDENCE OF ACTION

This position plans and carries out most assignments independently, and uses judgment and initiative to solve problems, such as troubleshooting problems.  Will work to develop and recommend new processing procedures in response to identifying process inefficiencies, frequent errors, etc. Work objectives and priorities are defined by the Sheriff’s Administration.

PERSONAL CONTACTS

This position has contacts with other departmental employees, members of the public, county personnel, elected officials, department heads, Federal, State and other Local agencies and vendors in order to be responsive to questions and inquiries related to the Civil Office of the Park County Sheriff.

WORK ENVIRONMENT/PHYSICAL DEMANDS

While performing the duties of this job, the employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch or crawl.  The employee is regularly required to sit, use hands to finger, handle, or feel, and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. The noise level in the work environment is moderate, as in an office environment.