What are the responsibilities and job description for the Civil Deputy position at Jefferson County, OR?
Description
The Civil Deputy is a sworn position that serves, receives, and administers civil process in accordance with state statutes and county policy for the Sheriff’s Office. The Civil Deputy coordinates, collects, and prepares all avenues of the concealed handgun license (CHL) program. The Civil Deputy is anintegralpart ofthe Administration Division and demonstrates a high degree of confidentiality and empathy for the Public. The Civil Deputy is the face of the Sheriff’s Office and must provide professional customer service to all.
Distinguishing Characteristics
The Civil Deputy works under the direction of the Sheriff or his/her designee to process all civil proceedings, administers Sheriff’s Sales, and organizes the workflow of CHL’s. The Civil Deputy is held to strict accountability for the good of the order of the Sheriff’s Office. The Civil Deputy multi-tasks between repetitive negligible duties while reviewing meticulous Court documents. Activities are reviewed for adequacy of judgment, compliance with rules and regulations, policy and procedures, and achievement of results consistent with goals and objectives.
Essential Duties
- Receives, reviews for accuracy, prepares documents for service, and coordinates civil service(s).
- Tracks civil services to ensure lawful and timely service attempts and completions have been made.
- Executes a return of service in a timely manner on civil process to the appropriate parties.
- Updates computer records on dispositions of civil processes.
- Receives telephone calls in a polite courteous manner, assisting the caller according to the mission statement.
- Directs or transfers telephone calls received to the appropriate deputy, extension, or other county personnel.
- Answers public inquiries quickly, politely, and according to the Sheriff’s mission statement.
- Performs fingerprinting operation for the general public, volunteers, new CHL holders or transfers, and new employees.
- Performs general reception duties.
- Enters civil services and CHL holder records into numerous law enforcement applications and data bases.
- Prepares CHL applications and permits.
- Mails CHL reminder letters and denials.
- Sorts and files CHL holders’ application and LEDS returns.
- Processes the release of impounded vehicles.
- Retrieves all pertinent and accurate information from reporting parties and quickly delivers the information to the appropriate deputy.
- Collects monies for Sheriff’s fees and properly receipts all monies received.
- Assists with Sheriff Sales by reviewing documents, preparing the sale, and coordinating return of services.
- Possesses and uses excellent interpersonal and communication skills necessary to effectively and efficiently complete duties.
- Maintains a cooperative and effective working relationship with other Sheriff’s Offices, Police Departments and other government agencies and their employees.
- Operates a variety of modern electronic equipment including computers, printers, e-mail, telephones, digital camera, electronic fingerprint machine, etc.
- Performs other duties as assigned.
- Provides back-up support during absences and influx of work to other Civil Deputies
- Regular attendance is an essential function of the position.
Qualifications
Knowledge and Skills
Able to communicate effectively in both oral and written forms. Must have knowledge of computerized data entry methods with various applications. Able to learn Sheriff’s Office Policies and Procedures and administrative rules and procedures of civil laws and ordinances. Must have customer service skills to communicate with the public, sometimes in stressful conditions. Must be able to work as a team with sound judgement. Must have acceptable cash handling skills and the ability to make change.
Abilities
Ability to apply Oregon Revised Statutes, County Ordinances, and Sheriff’s Office Policy. Requires the ability to type 40 words per minute. Ability to carry out instructions, speak and write effectively, and to record information clearly and concisely. Ability to work under pressure, handle multiple tasks, and be self-motivated. Training at times will require out of town (and County) travel and overnight(s) stay. Must be able to have a high discretion for privacy of confidential information. Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
Physical Abilities
Must be 21 years old. Must be able to sit, stand, walk, talk and sit at a computer screen for extended periods of time. Must be able to listen and speak effectively when necessary.
Education and Experience
Previous paralegal and/or civil process experience or training preferred, but not necessary. Any combination of education and experience equivalent to a High School Diploma or GED which would demonstrate considerable reasoning skill and the ability to meet and deal with the public in an effective and courteous manner.
License and Certificates
A valid Oregon Driver’s License with an acceptable driving record. Able to obtain an Oregon Notary Public certification within 12 months. Must obtain LEDS Inquiry and Entry Certifications within 90 days from date of hire and annually thereafter.
Supplemental Information
Working Conditions
Work is performed indoors and outdoors where some safety considerations exist from physical labor and handling of light-to-medium weight.
Probationary Requirements
This position is based on the successful completion of a twelve (12) month probationary period.
- Medical, Vision and Dental Coverage
- HRA Account with employer contribution
- Vacation
- Sick Leave
- 9 Holidays
- Basic Life Insurance
- Oregon PERS Retirement (employer/employee participation varies)
- 457(b) Deferred Comp Plans Available
- Discounted Air Ambulance membership available
- Flexible Spending Program
- Employee Assistance Program
- Voluntary Benefits through AFLAC and American Fidelity
