Sheriff's Office - Office Coordinator

Department:
Sheriff's Office – Civil Division Position:
Office Coordinator

Salary Range: $27.17 – $34.38 per hour (Hourly, Non-Exempt)

At the direction of the Chief Administrative Manager, the Office Coordinator will plan, prioritize and coordinate the activities of the Clerks who are engaged in processing civil papers, issuing concealed handgun licenses, responding to records requests, entering non-emergency calls and other public relations. In addition, this position will plan, prioritize and coordinate the activities of the Civil Deputies who are engaged in serving civil and legal court papers throughout Klamath County.

• Coordinates assignments, schedules and assists with review of clerical work on civil process and related actions such as subpoenas, wage garnishments, receipt of deposits and fees.
• Coordinates assignments, schedules and assists with review of clerical work on records process such as preparation, distribution, retrieval, retention and/or release of police reports, criminal records, Concealed Handgun License and other information utilized in the Sheriff’s Office. Prepares police reports, proofreads and checks reports for completeness and compliance with I  standards.
• Coordinates the preparation of required documents for and execution of judicial sales; to include scheduling of sale, preparation and delivery of Notice of Levy and Sale, notice of publications to local newspaper and OSSA, communication with attorneys for postponements, cancellations and opening bids, determine the highest bidder at auction, preparation and delivery of Certificate of Sale, Return of Service and Issuance of Sheriff’s Deed.
  
  Record and track income and expenditures of each case.
• Assist with coordination of day-to-day work of the Civil Deputy(s) and Civil Clerk(s).
• Files and indexes material, such as civil cases and records of judicial sale; responsible for file retention; makes arrangements for incineration; ensures that records in the civil section of the records vault are properly maintained.
• Must possess knowledge of Public Records Law/Civil Process Laws and stay abreast of changing state and federal laws associated with Civil Process.
• Train and orient Sheriff’s staff in standard reporting and report distribution procedures and/or formats.
• Maintain liaison with staff of the District Attorney, courts and other law enforcement agencies regarding methods and standards for collection and dissemination of information, assists attorneys and general public seeking information regarding civil procedures relating to the Sheriff’s Office, cases on file and public records requests.
• Coordinates, reviews and processes daily deposits in the County’s financial system.
• Coordinates office supply orders for all divisions of the Sheriff’s Office.
• Process and provide monthly stats and reports for Patrol and Civil.
• Operates and serves as the representative to Law Enforcement Data System (LEDS), and CJIS databases, providing criminal history and motor vehicle information for Sheriff's Office personnel and the Court system to complete reports.
• May conduct research in order to determine the location of the persons named in the documents received for service; provides forwarding information if recipient has moved from the County.
• May assist and be responsible for other duties, and special projects as assigned by the Command Staff.

This position has no supervisory responsibilities.

• High school diploma or general education degree (GED); BA/BS preferred: work in jobs having similar duties; experience in supervision preferred.
• Valid Driver's License.
• Ability to be sworn as a Civil Deputy.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages,…