Administrative Civil Specialist - Sheriff's Office

Administrative Civil Specialist

Under the direction of the Background Supervisor the Administrative Civil Specialist is responsible for a variety of services involving the application of specialized knowledge of Sheriff's Office and County policies and procedures; and current laws and regulations with an emphasis on civil process. Employee must exercise judgment and discretion while carrying out job duties. Carver County offers a comprehensive and flexible benefit plan to meet the needs of employees and their families including affordable health insurance, comprehensive dental insurance, a pension plan through Public Employees Retirement Association (PERA), 12 paid holidays, generous paid time off, and more!

Typical duties and responsibilities include:

• Verify and enter information on DANCO's (Domestic Abuse No Contact Order), Orders for Protection and Harassment in local and state data bases i.e. criminal history, driver's license and court records; make appropriate corrections if needed and follow-up with various agencies to ensure records are complete and accurate.
• Assist Civil Process Assistant with the preparation of service, computer entry and maintenance of civil papers; documentation of daily cash receipts and recording of legal papers with various entities. Record and maintain monthly and yearly activity summaries and cash reports and produce specific activity reports when directed.
• Assist Civil Process Assistant with the research and verification of legal mortgage documents, provide per diem dollar amounts, prepare certificates of redemption in mortgage foreclosure situations, coordinate movement of legal papers with other offices, serve legal documents upon persons, prepare invoices, issue refund claim forms, and prepare daily deposits to ensure that foreclosures are handled properly.
• Assist Civil Process Assistant as needed with executions, levies and sales that occur at the Sheriff's Office with notary services, issuance of receipts, explanation of the procedure and to ensure the process is accurate and complete.
• Responsible for receiving, collecting fees and reviewing applications for permit to purchase/transfer and/or permit to carry firearms to guarantee the application is complete, correct fees have been paid, and all required supporting documentation is included to ensure a timely, accurate processing of application.
• Assist the Background Investigator in completing employment background investigation and gun permit checks as workload requires.
• Direct and manage all incoming telephone calls via multi-line switchboard and customer walk-ins and act as a point person on civil related inquiries by utilizing judgment and discretion in dealing with emergency and non-emergency situations. Must be knowledgeable of current policies, procedures and practices to effectively assist customer with requests or direct customer to the appropriate person to ensure customer satisfaction.
• Provide assistance to the Administrative Division and Records Unit to ensure that work is completed accurately, timely and complies with county and state laws and regulations by utilizing various law enforcement specific software programs, preparing correspondence, and receiving various applications and processing fees while adhering to the Minnesota Data Practices Act.
• Will act as the point person for all general office needs, order all office supplies and forms, troubleshoot problems with office equipment and create relationships with vendors to ensure proper operation of the Sheriff's Office.

Minimum qualifications include:

• High School Diploma/GED and four (4) years of full-time paid work experience in an administrative support or criminal justice role or
• Associates Degree in related area and two (2) years of full-time paid work experience in an administrative support or criminal justice role or
• Bachelor's Degree in related area and
• Valid driver's license or evidence of equivalent mobility is also required

Scored examination process includes screening for minimum qualifications, scoring and ranking, and final selection based on successful completion of oral interviews and a CJIS background investigation.