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SalaryPosition Description
The Civil Support Specialist I is responsible for the administrative support of the Civil Division. This position performs general office work under the supervision and direction of the office manager and is the first line of communication between the public and the Civil Division. General office duties include answering telephones, forwarding messages, issuing pistol permits, entering civil documents into a computer database, issuing paperwork to deputies, maintaining the office supply inventory, and submitting supply orders.
Essential Job Functions
- Answers phones, takes messages, and answers questions.
- Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Open, sort and distribute incoming correspondence, including faxes and e-mail.
- Entering, transcribing, recording, storing, or maintaining information in written or electronic form.
- Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
- File and retrieve corporate documents, records, and reports.
NONESSENTIAL JOB FUNCTIONS
- Refers visitors to the appropriate and individual offices.
- Keeps office supply inventory and makes the monthly orders.
ADDITIONAL DUTIES WHEN ASSIGNED TO THE SHERIFF’S OFFICE
- Receives application for pistol license and issues license when approved.
- Maintains daily ledger for licenses issued.
- Collects and maintains account for all money received from pistol licenses.
- Handles all civil processes, juvenile summons, criminal subpoenas and returns.
- Attends training as required.
- Additional duties as assigned.
Education and Experience
- Required - High school diploma or GED certificate, including courses in typing.
- Preferred - Minimum of two years’ experience in office administration; Experience handling cash and making deposits.
- For positions requiring operation of County vehicles, must possess a valid, current driver’s license or be able to obtain one within 45 days of hire. Must be insurable.
Knowledge, Skills, and Abilities
- Knowledge of principles and processes for providing service to the public, including needs assessment and satisfactory response to meet their needs.
- Knowledge of administrative procedures and systems such as word processing, managing files and records, transcription, designing forms and other office procedures and terminology
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar, arithmetic and modern office practices and procedures
- Skill in the use of a variety of computer programs, including operation of Microsoft Office (Excel, Outlook, and PowerPoint) and various other office equipment including phones, faxes, scanners, printers, and copiers.
- Technical skills to perform routine trouble shooting on office equipment (computers, faxes, scanners, printers, copiers)
- Ability to type with speed and accuracy, compose correspondence.
- Ability to compose effective and accurate correspondence.
- Ability to deal with non-routine matters.
- Ability to complete complex work with minimal instructions, keep records and reference files, assemble, and organize data.
- Ability to meet and deal with the public in an effective and courteous manner.
- Ability to exhibit a high degree of loyalty and integrity as a trusted confidant of the unit.
- Ability to assume responsibility and execute the supervisor’s orders and instructions.
- Ability to add, subtract, multiply, or divide quickly and correctly.
- Ability to read, write, and speak and interpret the English language.
- Ability to concentrate on a task over a period without being distracted.
- Ability to work a flexible schedule as needed.
PHYSICAL DEMANDS
The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable an individual with a qualified disability to perform the essential functions of a job, on a case-by-case basis.
The work is generally sedentary to light and may require exerting up to 20 pounds of force occasionally to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:
- Crouching: Bending the body downwards and forward by bending leg and spine
- Dexterity: Primarily with fingers and in picking, pinching, or typing
- Grasping: Applying pressure with the whole hand
- Handling: Picking, holding, or otherwise working with the whole hand
- Lifting: Ability to lift and move objects
- Reaching: Ability to frequently extend hand(s) and arm(s) in any direction.
- Mental Acuity: Ability to make rational decisions.
- Repetitive Motion: Substantial movements (motions) of the wrists, hands and/or fingers
- Speaking/Talking: Ability to communicate clearly, accurately, and concisely though speech.
- Hearing: Ability to hear and understand at normal speaking levels with or without correction
- Visual Acuity: Ability to perform activities such as preparing and analyzing data and figures, transcribing, viewing a computer screen/terminal; and/or extensive reading, with or without correction.
- Walking: ability to move about on foot to accomplish tasks or moving from one work site to another
Baldwin County Commission and Baldwin County Sheriff’s Office does not discriminate on the basis of race, color, national origin, sex, religion, age, marital status, disability, citizenship or veteran status in employment. It is the intent of the Baldwin County Commission and Baldwin County Sheriff’s Office to guarantee equal opportunity to allow disabled employees a bias-free work environment. Baldwin County Commission and Baldwin County Sheriff’s Office, upon request, will provide reasonable accommodation in compliance with the ADA. Recruitment and selection processes will grant equal opportunity for employment to qualified applicants and will not discriminate on the basis of disability. Reasonable accommodation will be provided upon request during the application, testing, and interview process.
