Confidential Secretary Job Aitkin Minnesota USA,Administrative/Clerical

Job Summary

To perform a wide variety of confidential clerical and secretarial duties pertaining to law enforcement operations. Prepares legal documentation, maintains records and coordinates process for service of civil process and writs of execution.

Supervision Received

Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies.

Receives technical direction from the County Attorney’s office on civil process form and procedure.

Supervision Exercised

No formal supervisory authority.

Essential Functions

This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.

Maintains and records all civil process documents as required by MN statutes and regulations, working closely with the courts. Prepares and maintains files on writs of execution, works with private attorneys to coordinate; advises the process server of the type of service, personal or substitute, that can be utilized.

Assists in the preparation of Sheriff’s sales. Schedules and maintains a calendar for mortgage for closure sales. Works with private attorneys, banks, mortgage/title/closing companies on foreclosure process, writs and redemptions; collects and distributes monetary proceeds; coordinates redemption of properties.

Prepares and maintains billings and receipts for civil process activity. Maintains accounts for civil process, collections and disbursements; initiates deposits, balances accounts, writ of execution payments; balances sheriff’s trust checking account and execution fund account; calculates fees and bills for services; tracks late payments.

Provides 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.

Provides department orientation, on-the-job training, frequent work direction and assistance to trainees and to other co-workers as needed; provides backup for the job of Records Technician.

Performs confidential secretarial duties for the Sheriff and staff including but not limited to:
Transcribing statements, investigative reports and other miscellaneous reports; assisting in preparation of press releases; preparing miscellaneous correspondence, copies; creating forms and templates. Schedules Sheriff’s Office conference room and training room. Communicates with department staff to pass on information, obtain information and to locate staff as needed.

Receives and processes bills and vouchers for approval by the Sheriff.

Maintains an accurate and complete filing system in order to ensure accurate and efficient retrieval of required information. Uses records management software to enter and retrieve information. Includes but is not limited to training records; budget and expense records; participants in Crime Watch/Operation ; etc.

Processes applications for handguns, whether to purchase or to carry; checks the individual’s criminal history record and maintains confidentiality according to the Data Practices Act.

Provides supervision when needed over juveniles waiting for court and/or transport.

Maintains office supplies for the Sheriff’s Office.

Attends training and meetings as needed.

Performs other related duties as assigned or apparent.

Minimum Qualifications

Two years of post-secondary education and minimum of four years of full time relevant work experience;…