The Civil Records Clerk performs a variety of law enforcement related clerical and recordkeeping duties; updates, maintains, compiles, retrieves and distributes civil process documents and information.
The Civil Records Clerk’s position requires some degree of independent judgment, mental acuity, strong decision making and problem solving; the Civil Records Clerk may be required to consider different courses of action or deviate from standard operating procedures in the course of his work.
This is a position requiring a high level of confidentiality. The Civil Records Clerk’s work entails frequent contact with the general public.
The roles, responsibilities, job functions, knowledge, skills and abilities set forth herein may be revised from time to time in order to comply with federal and state laws, departmental needs and the changing requirements for this position.
Supervision Exercised or Received
The Civil Records Clerk receives supervision from the Administrative Officer
The Civil Records Clerk exercises supervision over no other employees
- Operates a personal computer, printer, applicable software to enter data, prepare/transcribe reports, process forms and produce correspondence
- Completes, types and processes forms, reports and correspondence from rough drafts, notes and/or verbal instructions
- Checks, enters and files data of all court issued civil processes
- Assists in the processing and data entry of all civil process documents
- Assists general public, departmental personnel and representatives from other agencies in obtaining service status and information related to civil process records
- Prepares deposits and maintains records of all civil process fees received
- Maintains organized and accurate filing system
- Organizes materials according to priority; refers to established procedural guidelines in carrying out assignments
- Greets and interacts with the public, giving direction, as needed
- Answers phone inquiries
- Follows department policies and procedures
- Maintains a professional image in the community
- Adjusts work assignments and schedules
- Maintains a positive work atmosphere by acting and communicating in a manner that is customer focused with the general public, clients, co-workers and management
- Performs a variety of related administrative functions, as deemed necessary
- Performs other related work, as required by the Administrative Officer or as needed
|4/8/2014 12:00 AM
|Open Until Filled
|Knowledge of 1. Applicable local, state and federal laws and resolutions 2. Principles/practices/methods and techniques of law enforcement and corrections 3. Purpose of law enforcement and the criminal justice system 4. Principles and procedures for providing internal and external customer service; this includes assessing the needs of both to meet quality standards for services and to meet evaluation of customer satisfaction 5. Proper structure and content of the English language including the meaning and spelling of words, rules of composition and correct grammar Skills in 1. Providing effective leadership 2. Planning and coordinating diverse activities simultaneously 3. Data entry using high levels of focus and accuracy in a timely manner 4. Writing detailed reports in an accurate and timely manner with attention to detail(s) 5. Understanding and following orders 6. Public relations including the ability to speak with confidence 7. Meeting and dealing tactfully with others; able to communicate effectively and clearly 8. Explaining policies and procedures 9. Active listening, speaking and writing 10. Managing tense and/or emotional situations 11. Emotional Intelligence, e.g. possesses self-awareness, self-regulation, self-motivation, social skills and empathic skills 12. Conflict management/problem solving/team building 13. Maintaining a strong work ethic and strong ethical behavior Abilities to 1. Carry out duties with a minimum of supervision 2. Carry out oral and written directions 3. Assemble data and prepare reports 4. Make accurate mathematical calculations 5. Communicate effectively using superb oral and written skills 6. Social Perceptiveness – be aware of others’ reactions and understanding why they react as they do 7. Problem Sensitivity - identify when something is wrong or is likely to go wrong 8. Goal Setting – set and achieve goals/articulate a vision or overall objective 9. Relationship Building – develop/maintain strong working relationships with supervisors, personnel across Seward County, other law enforcement officials and the general public 10. Time Management - manage time or when deadlines are involved; ability to complete projects within a required time
|Education High School Diploma or GED required Work Experience Must have a minimum of one (1) year’s general office/clerical and telephone work experience Computer Skills Experience in using Microsoft Office, Spillman, e-mail and other relevant modern office equipment Licenses/Certifications Must possess valid Driver’s License or be able to possess within thirty (30) days of hire; no felony convictions or disqualifying criminal history; must hold certification from the National Crime Information Center. Work Hours 40 Hour Work Week – Full Time; Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening/Week-Ends As necessary
|Work Environment General indoor work environment Physical Requirements The work of a Civil Records Clerk is a responsible position which requires mental acuity. The Civil Records Clerk will be required to sit for an hour or more, talk or hear, stand, walk, must handle or operate objects and reach with hands and arms; occasionally required to climb or balance, stoop, kneel, specific vision abilities required and include focus, close vision, distance vision, color vision, peripheral vision, depth perceptions and ability to adjust focus; the foregoing are part of the Civil Records Clerk’s daily routine. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Special Skills Preferred This position would be enhanced if the Civil Records Clerk had Spanish speaking, writing and comprehension skills Note At the discretion of the Seward County Sheriff’s Office, Criminal Background and fingerprinting checks will be conducted on a yearly basis. Employment is contingent upon satisfactory completion of the Criminal Background and fingerprinting checks. Fingerprinting is mandatory Nothing in this Job Description restricts the ability or right of the Sheriff to assign, reassign or eliminate the duties and responsibilities of this job either orally or in writing. Tasks and responsibilities may be changed at any time due to reasonable accommodations or other reasons deemed appropriate by the Sheriff. This Job Description does not constitute an Employment Agreement between the employer and employee and is subject to change, according to the business needs of the Sheriff.
$10.84 to $12.75 an hour plus benefits.
BENEFITS INCLUDE BLUECROSS BLUESHIELD HEALTH AND DENTAL PAID IN FULL FOR EMPLOYEE, PAID TIME OFF, ELEVEN PAID HOLIDAYS, KPERS AND MORE. QUALIFIED APPLICANTS CAN APPLY ONLINE AT SEWARDCOUNTYKS.ORG OR MAY REQUEST APPLICATION OR SEND RESUME TO APRIL WARDEN, HUMAN RESOURCES DIRECTOR, 515 NORTH WASHINGTON, SUITE 205, LIBERAL, KS 67905. OR EMAIL AWARDEN@SEWARDOUNTYKS.ORG.
SEWARD COUNTY IS AN EQUAL OPPORTUNITY EMPLOYEER.