Confidential Secretary

Aitkin County; Aitkin (MN); On-site; USD 36,000 - 48,000; Full time

Job summary

Aitkin County seeks a diligent Records Clerk/Secretary to perform confidential clerical and secretarial duties for the Sheriff’s Office. You will handle civil process documents, coordinate service details, and assist in foreclosures and related activities with accuracy and discretion.

Responsibilities include billing, file maintenance, and public inquiries, along with transcription of reports and preparation of correspondence. A strong command of MS Office and records management is essential.

Qualifications

• Two years of post-secondary education plus four years full-time relevant work experience.
• Typing speed of 50 wpm or higher.
• Must obtain MN notary within six months.
• CJIS Certificate preferred but not required.

Responsibilities

• Maintains and records civil process documents per MN statutes.
• Prepares writs of execution and coordinates service details.
• Assists in foreclosures and sales preparation and booking.
• Creates and maintains billing, accounts and deposits.
• Provides public assistance by phone or in person per policy.
• Transcribes statements and drafts correspondence for Sheriff’s Office.

Skills

Typing 50 wpm

Confidentiality

Clerical procedures

Record keeping

Communication skills

Education

Two years post-secondary education

Four years full-time experience in relevant work

Notary within six months

CJIS certification preferred

Tools

Records management software

Microsoft Word

Excel

Outlook

PowerPoint

Job description

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.

1. 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.
2. Assists in the preparation of Sheriff’s sales. Schedules and maintains a calendar for mortgage forclosure 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. Receives and processes bills and vouchers for approval by the Sheriff.
8. 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 ID program; etc.
9. 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.
10. Provides supervision when needed over juveniles waiting for court and/or transport.
11. Maintains office supplies for the Sheriff’s Office.
12. 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; or equivalent combination of education and experience. Experience in legal field or civil process is preferred. Typing speed of 50 w.p.m. or higher. Must have the ability to focus and work productively with continual interruptions.

Valid Minnesota driver’s license required. Employment reference checks, drug test, and a criminal background check will be performed as part of the pre-employment process.

Must be able to obtain MN notary within six months of initial employment.

Criminal Justice Info Service (CJIS) Certificate issued by Bureau of Criminal Apprehension (BCA) preferred, but not required.

Knowledge, Skills, and Abilities Required

Knowledge of:

1. County and departmental policies, procedures, and practices.
2. Federal, State, and local laws, rules, and regulations relevant to the work performed in this position.
3. Modern office procedures and practices.
4. Civil process
5. Records management software
6. General bookkeeping procedures.
7. Clerical procedures necessary to process, sort, verify and file documents or other material in accordance with departmental office procedures.
8. Business English, spelling, grammar and punctuation.
9. Basic math.
10. Record keeping systems in order to maintain administrative and fiscal data and to prepare reports.
11. Data practices law and policies.

Skill in:

1. Communication and interpersonal skills as applied to interaction with supervisors, staff, and the general public sufficient to exchange or convey information and to receive work direction.
2. Typing skill sufficient to complete 50 net words per minute without errors.
3. Reading, writing, and speaking English proficiently.
4. Preparing and comprehending legal documents.
5. Utilizing MS Office software.
6. Organizing and prioritizing work.
7. Communications including proper grammar, sufficient to respond to telephone and in-person questions, complaints and requests without prejudice or ridicule that will assure prompt and reliable service to the public based on established departmental policies and procedures

Ability to:

1. Present a positive attitude in the workplace, promote a spirit of teamwork and cooperation, and be able to treat others with respect, honesty, and consideration.
2. Handle multiple tasks simultaneously.
3. Manage time and workload effectively.
4. Work independently, exercise good judgment, and meet deadlines.
5. Use discretion in the handling of confidential information. Maintain confidentiality.
6. Exercise independent judgment in developing work methods and operating procedures in order to implement departmental activities and policies and perform duties under emergency situations.
7. Follow oral and written instructions.

Language Skills

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

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Skills

Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should be proficient at using the following software:

County Payroll Software/E-time, Microsoft Word, Excel, Outlook, PowerPoint, Internet, and other job-related software.

Ability to Travel

Occasional travel is required to attend trainings and meetings in and out of Aitkin County.

Competencies

To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):

Ethics, attendance/punctuality, safety and security, dependability, analytical, problem solving, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, leadership, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, and initiative.

Work Environment

The noise level in the work environment is usually quiet.

Equipment and Tools

Computer, copier, fax, telephone, printer, 10-key calculator, shredder and other job-related tools and equipment, county-owned vehicles, and personal vehicle (requires proof of insurance on file).

Physical Activities/Requirements

Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 25 pounds.

While performing the duties of this job, the employee performs light work, exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

Working safely is a condition of employment. Aitkin County is a drug-free workplace.

Disclaimer

The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee.

Reasonable Accommodation Notice

The County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

05/13/2014

Our Vision

: We strive to be a county of safe, vibrant communities that place value on good stewardship of local resources.

Our Mission

: Aitkin County’s mission is to provide outstanding service in a fiscally responsible manner through innovation and collaboration with respect for all.

Our Core Values

: Collaboration, Innovation, Integrity, People-Focused, Professionalism