Sheriff's Legal Specialist

County of Mendocino; Ukiah (CA); On-site; USD 40,000 - 64,000; Full time

Job summary

County of Mendocino seeks a qualified civil division support specialist to perform clerical and paraprofessional duties for the Sheriff-Coroner’s Office. You will handle legal documents, maintain records, and assist the public with procedural information.

High school diploma or GED and two years of related experience are required; Spanish bilinguals are encouraged. Background checks and a valid driver’s license are part of the process.

Qualifications

• Graduation from high school or GED and two years of clerical/legal support experience.
• Experience typing, filing, calendar coordination, and project coordination.
• Experience in a law enforcement setting and CLETS is highly desired.

Responsibilities

• Prepare, confirm, distribute and file legal documents related to civil cases.
• Review complex matters and apply laws, regulations, and procedures.
• Coordinate with law enforcement for service of civil documents.
• Maintain physical and electronic records and retrieve information as needed.
• Provide procedural information to the public and professionals; train staff as required.

Skills

Typing speed

Data entry

Document preparation

Customer and public contact

Scheduling tasks

Education

High school diploma or GED

Tools

CLETS

General office software

Job description

The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in the Sheriff's Office, should they occur.

Under general direction, performs a variety of highly responsible clerical and paraprofessional work of a specialized, complex, and technical nature in support of the Sheriff-Coroner's Office Civil Division.

Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame al Recursos Humanos al 234-6600.

Duties may include but are not limited to the following:

• Prepares, confirms, distributes, and files a variety of legal documents, including or related to restraining orders, levies, evictions, warrants, summonses, subpoenas, writs, and others in accordance with applicable laws, codes, rules, and office procedures.
• Reviews and resolves complex technical or procedural matters related to Civil Division operations; applies technical resources in the administration and interpretation of relevant laws, regulations, and procedures pertaining to Civil Division operations.
• Examines legal documents for form, sufficiency of information, and conformance with legal requirements.
• Coordinates with law enforcement in the execution or delivery of legal documents.
• Initiates, updates, and maintains physical and computerized files; receives, assembles, sorts, categorizes, and stores related materials, either physically in a file or on a computer database, to ensure that information is current and accessible.
• Enters, codes, and retrieves a variety of information from various computer systems according to appropriate procedures; searches and retrieves information from files, microfiche, computer records, and other documents.
• Establishes and maintains effective working relationships with Sheriff-Coroner's Office members, outside agencies, and the public, and promotes the functions and operations of the Civil Division; responds to inquiries from the Courts, attorneys, representatives and employees of the Criminal Justice System, and the general public regarding Civil Division processes, procedural and supplemental requirements, disposition of cases, hearing dates, and related matters.
• Assists the public, law enforcement officers, and others in person, or by phone, providing procedural information; answers inquiries; explains legal filing processes, office operations and procedures; explains basic procedures relating to the rules of court and assigned department.
• Assists in the analysis of legislation, its impact on the operations of the Civil Division, and coordinates changes to internal policies and procedures; assists management with special administrative projects; recommends and implements solutions to ensure operational efficiency which may require analyses, statistical research, program evaluation, etc.
• Assists in the general administration of the Civil Division, including overseeing Civil Division accounting functions, purchasing equipment and supplies, creating and maintaining databases, recommending and writing procedures, compiling data and/or preparing reports, etc.
• Prepares wage and bank garnishments, deferred billings, check disbursements, refunds, and other fiscal items related to the Civil Division.
• Reviews, posts, adjusts, and balances associated fees and payments; maintains accurate and complete record of moneys and funds processed.
• Researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to assigned area; assists in a variety of office operations; performs special projects and assignments as requested.
• Coordinates with specialized personnel or units such as COMMET or SWAT regarding the service of civil documents should issues be anticipated.
• Attends necessary and related training and courses affecting Civil Division operations as related to laws, rules of court, codes, ordinances, etc.
• Provides training for staff assigned to assist in the activities of the Civil Division, including Sheriff's Office sworn personnel.
• May be responsible for serving civil documents on employees or departments/offices of the County.
• May be called upon to appear and/or testify in court.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience:

Graduation from high school or GED equivalent; and, two (2) years of full-time experience providing legal clerical support involving typing and preparation of legal documents, processing and filing legal documents, calendar coordination, and project coordination tasks; or, an equivalent combination of related education and experience that provides the required knowledge, skills, and abilities. Experience in a law enforcement agency including experience with a law enforcement records management system such as CLETS is highly desired.

Special Requirements:

Required to successfully pass background review.

Licenses and Certifications:

Valid driver's license.

Incumbents must possess and maintain, or obtain and maintain, all licenses, certifications, registrations, and/or other requirements identified in the minimum qualifications, as applicable, and within the timeframes specified. These requirements are conditions of continued employment and minimum qualifications for the position. Failure to possess, obtain, or maintain any required license, certification, registration, or other requirement within the specified timeframe may result in rejection during the probationary period, or disciplinary action, up to and including termination of employment.

Knowledge of

• Modern office procedures, policies, and practices, as well as knowledge of computer applications, hardware, and other general office equipment related to the performance of the essential functions of the job.
• Related codes, ordinances, laws, regulations, and procedures necessary to accomplish the position objectives.
• The purpose and processing methods of a variety of court, law enforcement, and legal documents, forms, and records.
• Computer and records systems of the courts and/or law enforcement.
• Technical resource materials and information sources applicable to the area of assignment.
• Legal terminology applicable to civil processes.
• Principles of effective organization and the techniques and practices of research methodology, data collection, and preliminary analysis.
• Application and use of basic statistics and arithmetic, including basic accounting principles.
• General methods and practices of bookkeeping and financial and statistical recordkeeping.
• Effective written communications, including English usage, spelling, vocabulary, grammar, and punctuation.
• Database, spreadsheet, and word processing applications.
• Proper telephone etiquette and public contact techniques.
• Principles and practices of effective training.

Skill in

• Typing and entering data from rough draft or printed text using a word processor or typewriter at a speed necessary for successful job performance.
• Composing clear and concise correspondence, reports, and other written materials.
• Scheduling and coordinating projects, setting priorities, and adapting to changing priorities.
• Exercising good judgment, applying logical thinking, and making sound decisions to accomplish tasks or solve problems.
• Interpreting and applying policies, procedures, statutes, local rules, codes, and regulations pertaining to assigned programs and functions.
• Collecting, compiling, and filing information and data.
• Operating and performing routine maintenance of general office machines.
• Drafting legal documents from tapes, handwritten information, and typed correspondence.
• Using tact, discretion, initiative, and independent judgment within established guidelines.
• Organizing work, setting priorities, meeting critical deadlines and following up on assignments with a minimum of direction.
• Communicating to others the policies, procedures, statutes, local rules, codes, and regulations pertaining to assigned programs and functions.

Mental and Physical Abilities

• Prepare, process, and maintain a variety of complex legal documents and reports.
• Locate, identify, and correct technical inaccuracies.
• Research, analyze, understand, interpret, explain, and apply specific statutes, codes, laws, regulations, and procedures.
• Examine documents for completeness, sufficiency, and conformity.
• Understand and carry out oral and written instructions.
• Communicate effectively, both orally and in writing.
• Deal thoughtfully and courteously with the public, County personnel, and members of other organizations or agencies.
• Establish and maintain effective working relationships with others.
• Use tact and discretion in handling and maintaining sensitive and/or confidential material.
• Implement policies and procedures.
• Work independently in performing assignment and in resolving problems and deviations.
• Respond appropriately to problems involving several concrete variables in standardized situations.
• Regularly work well under pressure, meeting multiple and sometimes conflicting deadlines.
• Organize and prioritize work assignments.
• Operate modern office equipment including phone systems, computer equipment, and software programs.
• Use and understand common database, spreadsheet, and word processing applications.
• Learn specialized computer applications.
• Make accurate arithmetic calculations.
• While performing the essential functions of this job, the incumbent is regularly required to: walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull, move, or lift above and below the neck objects weighing up to ten (10) pounds.

Special Requirements

Employment in some County departments or positions may require the successful completion of a pre-employment criminal background, which may include fingerprinting, and/or a medical examination, which may include drug screening.

This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date.

The County of Mendocino participates in the E-Verify program to confirm employment eligibility. If hired, the information you provide on your Form I-9 will be used to verify your authorization to work in the United States.

Learn more:

• E-Verify Notice of Participation (Download PDF reader)
• Right to Work (Download PDF reader)

The County of Mendocino is an Equal Opportunity Employer