Civil Process Coordinator - Countywide (YCSO)

Yavapai County; Arizona; On-site; USD 43,000 - 61,000; Full time

Job summary

Yavapai County is seeking a legally skilled Secretary to support the Sheriff’s Office with civil process duties, document handling, and licensing responsibilities. The role involves processing court documents, Writs of Execution, and coordinating asset auctions.

The ideal candidate has a high school diploma, at least three years as a legal secretary, and can conduct background checks including polygraph and fitness assessments. Proficiency in MS Office and strong communication are essential.

Qualifications

• High school diploma or equivalent.
• Minimum of three (3) years of experience as a legal secretary or related position.
• Must undergo background investigation including polygraph, psychological, and physical fitness tests; six-month probation.

Responsibilities

• Receives, reviews, and processes time-sensitive court documents from the public and files them with the appropriate courts.
• Processes Writs of Special and General Execution and coordinates auctions and Sheriff’s sales of seized assets.
• Researches, prepares, and assigns Orders of Protection and Injunctions Against Harassment.
• Reviews, issues, and renews pawnbroker licenses for Yavapai County.
• Answers questions from the public regarding civil process.

Skills

Civil process statutes

Word processing

Data collection

Business English

Clerical practices

Research techniques

Microsoft Office

Filing & recordkeeping

Dictation

Customer service

Written communication

Oral communication

Relationship building

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Under general supervision, performs work of moderate difficulty in a variety of legal and office duties in accordance with applicable state statutes and regulations.

• Receives, reviews, and processes time-sensitive court documents from the public often pertaining to child custody, divorce, personal safety, and confidential financial matters. Files documents with the appropriate courts.
• Works in concert with appropriate legal counsel to process Writs of Special and General Execution, which often result in levies on personal and real property of defendants; coordinates auctions and Sheriff’s sales of seized assets. Processes and logs incoming judgments and fees; responsible for large sums of money.
• Researches, prepares, and assigns for service Orders of Protection and Injunctions Against Harassment.
• Reviews, issues, and renews pawnbroker licenses for all of Yavapai County.
• Answers questions from public regarding the civil process.
• Performs other job-related duties as assigned.

Education

High school diploma or equivalent.

Experience

A minimum of three (3) years of experience as a legal secretary or related position.

Additional Requirements

Must possess a valid Arizona driver’s license. All persons applying for employment with the Sheriff’s Office shall be required to meet the following general qualifications: integrity, honesty, dependability, industry thoroughness, accuracy, good judgment, initiative, and courtesy. All persons will be required to complete a thorough background investigation to include, but not limited to polygraph, psychological, and physical fitness test. All persons must successfully complete a minimum six (6) month probation period.

Required Knowledge, Skills, and Abilities

Knowledge of

• Statutes set regarding Sheriff's Office responsibilities involving civil process, legal terminology, and legal forms.
• Professional-level word processing systems.
• Principles of data collection through personal interviews.
• Business English, spelling, grammar, punctuation, and composition.
• Clerical office practices and procedures.
• Research techniques and report writing.
• Current Microsoft Office software.
• Filing and recordkeeping.

Skill in

• Taking and transcribing dictation.
• Customer service.
• Communicating effectively verbally and in writing and communicating orally in a face-to-face setting and by telephone with public and employees.
• Establishing and maintaining effective working relationships with employees, other agencies, and the public.
• Organization and adherence to detail.

Ability to

• Represent the agency in a professional manner.
• Exercise creativity and resourcefulness in assisting the public and criminal justice partners.
• Prepare clear and concise reports and other documentation.
• Develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, County officials, and the public.
• Keep management informed of key operating issues affecting the department.
• Remain current in knowledge required to perform assigned duties.
• Handle confidential matters and maintain discretion always.
• Act with courtesy, tact, and diplomacy.

Work Environment

The work environment is associated with an office. The work area is adequately lighted, heated or cooled and ventilated.

Physical Requirements

Ability to sit or stand for extended periods of time. Sufficient vision to read printed materials and a computer screen; hearing and speech ability to communicate effective in-person and telephonically. Capable of frequent repetitive movement of arms, fingers, and wrists. Ability to up to 30 pounds.

Additional Job Information

FLSA: Non-Exempt
Grade: 5
Classification: Classified
Safety Sensitive: No