Office Manager/Civil Process Specialist

Under the direction of the Chief Deputy, the Office Manager-Civil Process Specialist is responsible for performing various accounting, administrative and clerical support duties associated with processing civil service documents, scheduling of foreclosure sales, preparing and processing claim forms, collection of fees and maintenance of related records, deposits and reconciliations.

• Receives all incoming requests and documents for the execution and service of civil process and/or foreclosure sales.

1. Determines appropriate actions to take on all incoming documents.
2. Assigns documents for serving to deputies and monitors the execution of civil process papers.
3. Maintains records in LEGT system of all papers served, executions and foreclosure sales.
4. Calculates and sends out billings for the processing of civil process, writs of execution and foreclosure sales and receipts all payments made.
5. Communicates with creditors and debtors regarding writs of execution collection processes. Calculates County commissions, interest and fees.
6. Receives and remits collections to creditors and returns original papers to Court Administration.
7. Schedules mortgage foreclosure sales through attorneys. Notarizes signature of County Sheriff or deputy who conducts the sale. Enters and maintains information and data in the LETG system.

• Performs accounting and bookkeeping activities.

1. Prepares fees statements for the County Auditor and remits fees to the County Treasurer. 
2. Prepares and processes County claim forms and maintains records. 
3. Signs off on all bank deposits and account reconciliations. 
4. Submits contract policing statements.
5. Prepares POST training reports for reimbursement.

• Performs records management duties and responsibilities for the Office. Performs such duties as:  

1. Conducts records checks and criminal history checks for other law enforcement agencies and/or the military agencies; properly processing confidential records, files, information and/or evidence for filing and retrieval purposes.
2. File, retrieve, and maintain law enforcement data and evidence in accordance with state statutes and department policy to ensure safekeeping of confidential records and private data.
3. Interpret complex laws to ensure legal and procedural compliance by purging records and evidence according to law enforcement record retention schedules.
4. Receive, inventory, and maintain evidence chain of custody.
5. Conducts criminal history checks for all requests for gun permits and issues gun permits upon approval.
6. Maintains all records for the department and performs updates records in the document manager for recordkeeping.
7. Issues burn permits and enters permits into the records management system.
8. Works with the BCA in correcting fingerprint data errors that are in Suspense.
9. Maintains updates and checks the diversion program on predatory offenders in Sibley County.
10. Updates Predatory Offender Registry (POR) with new information or change of information from registrants.

• Performs clerical and office support functions for the Sheriff’s Office.

1. Serve as resource for general Sheriff’s Office information questions and inquiries in-person, via telephone, and through email correspondence. 
2. Provides exceptional customer service and timely support for the public, staff, and other agencies.
3. Types reports, policies and correspondence, as well as prepares reports and statistics for transmittal to state agencies through secure computer terminals.
4. Maintains and follows data privacy and confidentiality requirements in accordance with statutes, polices and Agency procedures.
5. Updates and maintains the agency website and Sibley County’s administrative emails.
6. Oversees the Clerical Support Assistant and is expected to fill in for the Clerical Support Assistant as needed.
7. Accepts hand gun applications and assists in the issuing of burn permits 

• Performs other duties of a comparable level or type, as required.

1. Attends various civil process local and regional meetings and/or trainings.
2. May serve as a “stand-by” matron, as needed.
3. Employees must consistently report to work as scheduled and maintain regular attendance.

Associates Degree 

Requires a minimum of 3-year related clerical, secretarial, bookkeeping and/or administrative support experience plus 2-year post-secondary education in administration or closely related field. Additional years of experience may be accepted in lieu of post-secondary education.

Notary License. 

Valid MN driver’s license. 

Additional certifications may be required after employment depending upon job assignments and needs of the Office.Essential knowledge and specialized subject knowledge required to perform the essential functions of the job:

• Computer operations and data processing methods, information storage and retrieval techniques.
• Fundamentals of bookkeeping, record-keeping and standard billing practices.
• Knowledge of data privacy laws and other regulations, laws, or guidelines pertaining to job assignments.
• Basic fundamentals of civil process procedures, fees and recording requirements.
• Office administrative policies and procedures.
• Knowledge of computer operation and the use of business productivity software (e.g. word processing, spreadsheet, email, etc.) or applications/software designed for law enforcement use. (e.g. LETG)
• Public and customer service procedures and fundamentals.

Skilled in:

• Using computers and related software applications.
• Interpreting and applying office policies, statutes, specialized office procedures, operations and routines within the office.
• Customer service, office etiquette, and handling members of the public appropriately.
• Preparing and compiling reports, financial summaries/statements or other materials requested by the Sheriff, staff or County.
• Typing, faxing, copying and performing data entry into department databases, files and records.
• Time management.
• Initiating billing and civil process bookkeeping in accordance with policies, procedures, and methods in place at the County.
• Making decisions independently in accordance with established practices and policies.
• Performing mathematical computations accurately.
• Initiating purchasing and accounting activities in accordance with the policies, procedures and methods in place at the County.
• Communication, customer/client relations, interpersonal skills as applied to interaction with coworkers, supervisors, law enforcement personnel, bankers, attorneys, creditors, the general public, etc. sufficient to exchange or convey information and to receive work directions.
• Performing duties requiring attention to detail, precision and accuracy.

Unusual or hazardous working conditions related to performance of duties:
Duties and responsibilities of the job are primarily administrative and support functions performed in an office environment where there are minimal risks of a physical or environmental nature. Employees may have to deal with verbally abusive or hostile individuals.
Physical requirements associated with the position can be best summarized as follows:

Light Work:
Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects in the performance of the job.