Job Details

Sheriff's Civil Clerk II

The Butte County Sheriff's Office is currently seeking to fill one position for Sheriff's Civil Clerk II, based in Chico, CA. This position plays a key administrative role in supporting the Sheriff's Civil Division by processing legal documents, assisting the public, and maintaining accurate records in accordance with state and departmental regulations.

The ideal candidate will be a detail-oriented professional with strong communication, organizational, and customer service skills who thrives in a fast-paced, service-oriented environment.

This recruitment is for the Level II classification. The salary range for Level II is $1,656.80 $2,220.80 biweekly ($20.71 $27.76 per hour). FLSA: Non-Exempt.

Under immediate or general supervision, performs a variety of complex administrative, clerical, and customer service duties within the Civil Division of the Sheriff's Office; coordination of service of civil process including accounting and maintenance of trust accounts; providing technical assistance to others in processing of civil and legal documents to conform to requirements set by law; and performs related duties as assigned.

Receives immediate (Sheriff's Civil Clerk I) or general supervision (Sheriff's Civil Clerk II) from assigned supervisory or management personnel or designee. Exercises no direct supervision over staff.

Sheriff's Civil Clerk I: This is the entry-level classification in the Sheriff's Civil Clerk series. Initially under close supervision, incumbents learn Sheriff's Office and County procedures. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Sheriff's Civil Clerk II: This is journey-level classification in the Sheriff's Civil Clerk series. Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Incumbents may assume specialized responsibility. Position requires the ability to understand and apply fundamental office and customer service support concepts and processes. This class is distinguished from the Senior Sheriff's Civil Clerk in that the latter performs the more complex work assigned to the series and serves in a lead capacity over assigned office support staff.

Positions in the Sheriff's Civil Clerk class series are flexibly staffed; positions at the II-level may be filled by advancement from the I-level; progression to the II-level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II-level.

Examples of typical job functions include:

• Serving as point of contact for the Civil Division of the Sheriff's Office; receiving and screening visitors and telephone calls; taking messages, directing callers and visitors to the proper office or person, and/or providing information regarding Sheriff's Office programs, activities, and functions; explaining Sheriff's Office and County policies and procedures according to established guidelines.
• Receiving, reviewing, and processing various civil documents including, but not limited to, court orders, summons, notices, levies, subpoenas, citations, claims of exemption, restraining orders, warrants, civil writs; inspecting legal documents for form and sufficiency of information and conformance with statutory imposed time limits and other legal requirements.
• Performing a variety of accounting duties involving trust accounts; receiving, recording and monitoring monies paid to the Sheriff's Office and disbursements of funds to insure proper custody of all civil monies and property; determining and calculating required fees, accepting payments; reviewing availability of funds in accounts and accuracy of information; processing month end deposit and journal entry transfers.
• Researching, compiling, and organizing information and records for a variety of Sheriff's Office, state-mandated, and statistical reports following established formats and reporting standards and verifying accuracy and completion of reports.
• Completing and processing forms, records, applications, and/or other documents by gathering information from a variety of sources; contacting other County staff, external stakeholders, and/or the public as needed to obtain information.
• Typing correspondence, reports, forms, and specialized documents related to the functions of the civil unit from drafts, notes, or instructions.
• Corresponding with attorneys, litigants, parties, courts and allied agencies.
• Proofreading and checking reports, forms, and documents for accuracy and completeness following Sheriff's Office procedures; correcting grammar, punctuation, and spelling.
• Providing technical assistance regarding existing laws, rules, regulations, codes, statutes and procedures pertaining to civil process, process serving and enforcement to officers, outside agency representatives, and members of the public.
• Organizing and maintaining accurate and detailed databases, files, and records; scanning/imaging, inputting, indexing, and maintaining a variety of data into assigned databases and systems; verifying accuracy of information, researching discrepancies, and recording information; ensuring compliance with established records retention schedules including archiving, scanning, and destructing files.
• Receiving, processing, and assisting in responding to public records requests and other requests for information; organizing information; and disseminating information after approval.
• Performing other routine clerical support work as required, which may include, but is not limited to, copying documents, collating documents, maintaining lists and logs, opening and distributing mail, processing outgoing mail, ordering and maintaining inventory of supplies and forms, etc.
• Coordinating work with other County departments and external agencies.
• Attending various meetings and training as required or appropriate.
• Performing related duties as assigned.

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I-level) positions.

Knowledge of:

• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• General functions of law enforcement agencies.
• Telephone techniques and etiquette.
• Principles and practices of data collection and report preparation.
• Basic accounting and recordkeeping principles and practices.
• Business letter writing and the standard format for typed materials.
• Business arithmetic.
• Methods of preparing and processing various records, reports, forms, and other documents.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability to:

• Perform varied office and customer service support work with accuracy and speed.
• Type concise reports, correspondence, and other written materials from instructions.
• Prepare and process various records, reports, forms, and other documents specific to the Civil Division of the Sheriff's Office.
• Research, compile, and organize a variety of information and materials.
• Learn and understand the organization and operation of the Sheriff's Office, County, and of outside agencies as necessary to assume assigned responsibilities.
• Learn, interpret, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate mathematical computations.
• Maintain a variety of filing, recordkeeping, and tracking systems.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and