Civil Clerk

GENERAL STATEMENT OF DUTIES/JOB OBJECTIVES: Performs complex legal secretarial and receptionist duties requiring a high degree of judgement and decision making in processing legal instruments for service and return. Work involves preparing legal documents as outlined in the Oregon Uniform Trial Court Rules and local judicial rules.

ESSENTIAL FUNCTIONS: A person employed in this classification must possess the capability to perform the following duties to be considered for and remain in this position. The duties are essential functions requiring the critical skills and expertise needed to meet job objectives. Additional specific details of these essential functions may be provided by the specific office or department job announcement, if applicable.

1. Examine civil and criminal legal process to ensure papers are issued by the correct authority, are correct according to office policy and State Statute, and to assure completeness.

2. Prepare cases for service including sorting by area and type of case. Set up appointments for enforcement process. Once service is completed, prepare certificate of service for distribution to the court and attorney.

3. Prepare legal documents for specific correspondence, memorandums, or reports to the public, police or other agencies as directed by supervisor. Prepare pleadings, brief, legal documents for filing in Federal or State Courts, state or county administrative agencies, orders, legal notices, policies or reports. Have knowledge of various statutory timelines affecting such documents. Prepare and perform foreclosures on real, personal and intangible property.

4. Process all mail - incoming and outgoing. For incoming, open and sort mail and route to appropriate divisions. For outgoing, count and sort mail according to Postal regulations and separate mail to be sent via shuttle.

5. Receive concealed handgun license applications by reviewing application and proof of competency, fingerprint persons, and prepare and electronic file in an organized manner. Run a complete background check on the applicant utilizing various National, State, and local databases. Ensure application complies with Oregon revised statute. Maintain databases for expiration dates.

6. Receive visitors, correspondence, answer phones from public, police, attorneys, courts or other law enforcement agencies. Give assistance or direction according to office policy or refer inquiry to appropriate person or outside agency based upon knowledge of criminal or civil procedures and office policy.

7. Be able to operate specialized office equipment such as a public safety radio, alarm panels, document and biometric scanners, photo identification systems, and archiving software. Dispatch deputies to locations in the courthouse based upon information received from the public safety radio, alarm panel, or from the phone.

8. Collect, receipt and record payment information and balance daily receipts: prepare billing invoices; reconcile bank accounts.

9. Employees in this classification may be required periodically to work in the presence of adults in custody or sex offenders.

10. Develop and maintain effective, harmonious and reasonable work relationships with others.

11. Maintain regular and predicable work attendance.

OTHER FUNCTIONS:

This classification covers the most significant essential functions performed by an employee in this position but it does not include other occasional work which may be similar to, related to or a logical assignment of this position. Any one position in this classification may be assigned some or all of the duties listed under essential functions or that arise as other functions. The balance of the various duties, responsibilities and/or assignments of this position may change from time to time based upon management's decisions on how to best allocate resources. Any shift, emphasis or rebalancing does not constitute a change in the essential functions of the job classification.

KNOWLEDGE, SKILL AND ABILITY: Considerable knowledge and ability to use standard business English language skills (composition, spelling, grammar) and standard arithmetic. Knowledge and ability to use standard office machines (computer and software, copier, adding machine etc.). Considerable knowledge of legal terminology and the preparation and processing of a legal document. Considerable knowledge of basic bookkeeping practices. Some knowledge of police procedures, practices, and terminology. Ability to develop a working knowledge of a considerable range of procedures, techniques, laws, and ordinances. Ability to exercise some judgment in the performance of duties and interpretation of laws and procedures. Ability to speak clearly and to express information. Ability to understand information presented through oral instruction, written directives or received by telephone. Ability to maintain cross-indexed filing systems and to classify documentary material for filing purposes. Ability to compare and check information for accuracy. Ability to establish and maintain effective working relationships with staff, the general public, and other governmental agencies. Ability to maintain confidential information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: Work is generally performed indoors in an office environment. Work requirements include being able to see, talk and hear, sit and stand, walk, bend and stoop, use hands to finger, handle or operate objects or controls, reach with hands and arms and the ability to lift or move thirty (30) pounds.

EXPERIENCE, EDUCATION AND TRAINING: One year of general clerical experience involving public contact or one year of police clerical experience. Graduation from a senior high school or possession of the equivalent GED Certificate. Any satisfactory equivalent combination of experience, education and training which demonstrates the ability to perform the work described may substitute for the above.

NECESSARY SPECIAL QUALIFICATIONS: Must be a citizen of the United States. Be 18 years of age or older. Be of good moral fitness as determined by a thorough background investigation. Be free of any conviction for any felony; any misdemeanor involving violent behavior; or unlawful use, possession, delivery, or manufacture of a controlled substance, narcotic or dangerous drug. Pass a written test and oral interview as prescribed by the Sheriff's Office. Possession of a valid motor vehicle operator's license and an acceptable driving record at the time of appointment may be a condition of employment. Must be Law Enforcement Data System (LEDS) certified within one (1) year. Must possess and maintain a valid First Aid/CPR with AED certification.

Hiring Process Details
Age: 18
US Citizen: Yes
High School Grad/GED: Yes
Valid OREGON State Driver's License: Yes
Ability to Read/Speak English: Yes
Background Check:
Finalists for this position will be subject to an extensive background investigation. Some issues that might cause an applicant to be withheld from further consideration include, but are not limited to the following:

• Felony convictions
• Misdemeanor convictions for:
  • Domestic violence (DV);
  • Currently named as the Respondent in a Restraining Order;
  • Crime of dishonesty; and/or,
  • Crime that resulted in serious physical injury to another.
• Illegal manufacture, transport, or sale of a controlled substance.
• Any repeated convictions of an offense, which indicate disrespect for the law, a lack of good moral character or disposition towards violence and disorder.
• Discharge from employment, where such discharge indicates poor behavior and/or an inability adjusting to discipline.
• A Dishonorable Discharge from the armed forces.
• Persons convicted of a petty larceny.

Drug Use Disqualifiers:
No arrests or convictions for any felony or any misdemeanor crimes involving the unlawful use, possession, delivery, or manufacturing of a controlled substance, narcotic or dangerous drug.
Additional Disqualifiers:
Must pass a thorough background investigation, psychological exam, drug screen, and integrity interview that establishes strong moral character. Any conduct that could compromise the integrity of the employee, other employees, the Sheriff's Office or the County will be closely evaluated.
The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.
The Linn County Sheriff's Office is an Equal Opportunity and Veterans Preference Employer.
Tentative Hiring Process:

1. Application screening, and advancement to next phase.
2. Review of NEOGOV Application
3. Informal 10-15 minute face-to-face interview for eligible and invited applicants (followed by a short job tour).
4. Formal oral board face-to-face interview for eligible and invited applicants.
5. Conditional Job Offer of Employment Extended to top candidate(s) only, who are selected to move into Background Phase
6. Pre-employment background investigation selected top candidates
7. Hire contingent upon the successful completion of the following screening processes: background investigation, pre-employment psychological evaluation, pre-employment drug screening.

Benefits:
A Civil Clerk with the Linn County Sheriff's Office is eligible for the following benefits:

• The Linn County Sheriff's Office provides an excellent health coverage plan for employee and eligible dependents, including medical, vision, prescription, dental, and optional life insurance, and long term disability
• Linn County Sheriff's Office employees are enrolled in a retirement plan through the Oregon Public Employees Retirement System (OPERS), with county-pickup, along with 3% county-pickup deferred compensation plan
• Overtime is paid at 1.5 times the regular rate of pay (optionally, this can be sent to the employee's deferred compensation plan)
• Paid vacation, personal and sick time
• Ability to accrue up to 60 hours in Comp Time

Employment Type: Full Time Employment