Confidential Office Support Specialist

Essential Functions

This job description indicates the normal type and level of work expected of the incumbent. Incumbent may be asked to perform other duties as apparent or assigned.

• Accepts and processes all civil process documents including, but not limited to, mortgage foreclosures, redemptions, subpoenas, summons & complaints, and notices - both digital and hard copy format, coordinates with law enforcement to ensure Minnesota Statutes and guidelines are followed for proper service, ensures high-priority papers are served in a safe and legal manner, and coordinates with the Auditors office, annually, in serving Notices of Expiration of Redemptions.
• Accepts and processes all applications for permits including but not limited to; permit to carry, permit to purchase, lake permits, and liquor licenses, processes their corresponding ICR, and assigns appropriate coding, per in-house standard operating procedures and manuals.
• Assists the Sheriff in the preparation of mortgage foreclosure sales. Schedules and maintains calendar for sales based on communication with private attorneys, banks, and mortgage/title/closing companies, holds Mortgage Foreclosure Sales on respective Tuesday and Thursdays with the Sheriff. Collects all money and coordinates redemptions, when applicable.
• Maintains accurate and complete records pertaining to such processes to ensure efficient and accurate retrieval of required information. Transmits records and summary reports to other agencies as required, based on the nature of the subject matter and the rules that apply. Prepares statistical reports, and answers surveys regarding agency activities.
• Responds to records-related questions under scope of authority based on the nature of the data and direction from the County Sheriff or authorized representative, authorized release forms, and Data Privacy Guidelines. Reviews and determines public and private data to determine what may be released for such requests under Data Privacy guidelines, per Minnesota State Statute. Reviews record or potential record material, to determine retention versus what must be discarded or destroyed in accordance with the retention schedule. Conducts background check requests received from external law enforcement agencies, municipalities, and private entities. Investigate criminal records, history, and pertinent information regarding applicant. Verifies all documentation as required by state statute. Communicates with other law enforcement agencies for clarification on background information. Researches all available resolutions for potential applicant denials prior to consulting with Sheriff. Submits gathered facts to Sheriff within timeline set forth by Minnesota State Statute. Serves as point of contact to provide assistance to the public, via telephone or in person, regarding questions, complaints, requests, etc., based on established departmental policies and procedures, and according to direction from the Sheriff. Maintains data privacy per statutes and Bureau of Criminal Apprehension guidelines.
• Manages and maintains records related to civil process documents in compliance with Minnesota Statutes and regulations and retention.
• Prepares and processes gun permit applications such as Permit to Purchase and Permit to Carry, including notification management, processes annual reviews, including input of information into state tracking and records management systems. Completes related background checks, processes personal data changes, and updates state tracking system.
• Performs a variety of general office and clerical account duties, including but not limited to, typing, data entry, scanning and filing office correspondence, preparing office mailings, generating billing, processing invoices and payments, assisting with the ongoing development and maintenance of new policies for purposes of efficiency, reconciling of cash box, and confidential use of credit card machine.
• Performs internal case-related transcription on a weekly basis, including statements, investigative background interviews, and other miscellaneous reports. Working closely with county and city attorneys, investigators, and deputies. Submits statements to County Attorney for trial and transcribed interviews to supervisor.
• Works closely with Boat and Water deputy and Search and Rescue Team President to compile Meeting Minutes and Agenda, monthly. Sends monthly correspondence to Search and Rescue team members. Maintains accurate record keeping/purging of Boat and Water documentation in digital and hardcopy form in accordance with county retention schedule.
• Provides supervision, as needed, over juveniles in custody waiting for court and/or transport.
• Accepts, processes and documents a variety of fees and payments in accordance with the Sheriff’s Fee Schedule. Prepare payments to be charged including interest, fees, etc. Complete billing audits in accordance with subcategory structures to determine accuracy. Work with additional organizations to balance schedules. Confirm all monies brought into the office.

Minimum Qualifications

• High school diploma or GED, and two years of related experience; or an equivalent combination of education and experience.
• Class D Driver’s License.
• Must successfully complete a criminal history background check.

Selection Process

Candidates will be selected based on a review of training experience. Qualified candidates will be selected to participate in oral interviews. Top candidates will be required to complete a transcription test as part of a 2nd round interview.