Sheriff's Office Support Positions

Salary : $43,848.00 - $56,580.00 Annually
Location : Kelso, WA
Job Type: Full Time
Job Number: 2023-080
Department: Sheriff
Opening Date: 12/12/2023
Closing Date: 1/8/2024 11:59 PM Pacific
Job Description
General Position Summary:
This is a general specialist position which encompasses different tasks and roles within the Sheriff's Office which includes law enforcement records, accounting, civil, property and evidence, sex offender registration, and fingerprinting. This position works with Sheriff's Office employees, other County Departments and Offices, other law enforcement jurisdictions and the public. This position answers inquiries, handles phones, completes other clerical duties, performs data entry, validates/verifies information, as well as various other duties.
Other agencies:
Probation, Superior Court, District Court, Prosecuting Attorney's Office, City Attorney's Office, and the Jail.
Local law enforcement:
Cowlitz County Sheriff's Office, and City Police Departments of Longview, Kelso, Kalama, Castle Rock, Woodland.
The Civil Service Commission is authorizing testing for the position of Support Specialist/Law Records Specialist and as such required to complete the ACT/Work Keys examine. This is for the purpose of creating an eligibility list which is available for a minimum of one year. The top candidates are ranked by score, which also includes a panel interview, and certified by the Civil Service Commission when an opening occurs. Please keep in mind, being placed on this list is not a guarantee of current or future employment.
This position requires applicants to pass a test - NCRC Work Keys no later than 01/11/2024.
*Clerical Exam:
Applicant must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys - National Career Readiness Test (NCRC) or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam. Cowlitz County has partnered with Lower Columbia College (LCC) in Longview, WA, to facilitate the testing process. Test scores are good for 5 years.
Test Cost is $90.00
LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday and closed on LCC observed holidays.
Testing is available by appointment only.
Applicants must take the NCRC tests no later than 3 business days after the job announcement closes.
To schedule testing, individuals can register at : www.registerblast.com/lowercolumbia
Benefits Information:
Cowlitz County offers a generous benefits package which includes:

• Medical/Dental/Vision (includes dependent coverage)
• VEBA/Health Retirement Account for those who qualify
• Retirement through Washington State Public Employees Retirement System
• Life Insurance
• Deferred Compensation plans available (457b)
• Vacation, Bonus and Leave Days Paid
• 10 Paid Holidays
• Reasonable work hours

The County
Cowlitz County is a great place to live and work. Located along the Columbia River less than an hour from the Cascade Mountains and the Pacific Ocean, Cowlitz County provides an abundance of outdoor recreational opportunities and easy access to the Arts. The I-5 corridor runs right through Cowlitz County providing quick access to the Vancouver, Washington and Portland, Oregon metropolitan areas.
Job Duties
Law Enforcement Specialists:

• Work shiftwork will include a dayshift or nightshift position for 24-hour operation, including weekends, nights, overtime, and holidays.
• Provide excellent customer service to law enforcement agencies, constituents, and the public in person, over the phone/radio and via email.
• Enter, modify, locate and clear warrants and restraining orders in WACIC/NCIC after thorough preparation of appropriate documents.
• Enter, modify, locate and clear stolen property, officer safety information, stolen vehicles, missing people and other items into WACIC/NCIC.
• Run thorough background checks for all gun related licenses (concealed pistol licenses, applications to transfer a pistol, federal firearms dealer applications, silencers, etc.).
• Accurately perform data entry of police reports, ensuring proper information is provided for monthly IBR report submitted to the FBI.
• Take public disclosure requests and process them, including compilation of information, redacting, approving and releasing information according to Washington State Public Disclosure Laws and Regulations.
• Routinely search for information for officers/deputies and dispatch through several available computer systems.
• Accurately file and access documents by alphabetical and numerical order.
• Handle cash transactions and prepare receipts.
• Assist with deputy and SWAT team callouts when requested.

Support Specialists: Accounting/Civil//Registered Sex Offender, and Property & Evidence:

• Operates office machines such as: personal computers with several software programs, typewriter, calculator, photocopier, multi-line telephone, facsimile transmission devices, state and county computer terminals and other office equipment. The Clerk may transcribe statements and reports from cassette recordings and assist in bookkeeping and purchasing of office supplies. The Clerk may type correspondence.
• Greet the public and answering incoming telephone calls. This involves answering questions, receiving complaints, issuing concealed pistol licenses, specialized forest harvesting permits, hulk permits, and other permits, forms and reports as necessary.
• Bookkeeping duties include: receiving of invoices from various creditors, preparing purchase orders and accurate record keeping of monies spent by the Sheriff's Office. Keeps accurate monthly insurance records and types the invoices for their payment. Handles daily case reports turned in by the deputies, records them in the case management file in the computer and, when authorized, types them and, at the discretion of the Administration, sends them to the Law Enforcement Records center for filing. Prepares monthly statistics on case management. Maintains field contact card file in the personal computer and restores information to other terminals. Maintains sexual offender registration computer entries and files.
• Processes and bills for the service of civil documents. The processing of civil documents involves entering the information into the computer and printing out the needed forms. The Clerk also keeps statistical information for the Civil Bureau. Prepares correspondence and projects, as directed by the Administration.
• Receives invoices from various creditors, typing purchase orders and accurate record keeping of monies spent by the Task Force. Keeps accurate monthly accounts, handles case reports, maintains case management, distributes reports to the appropriate agencies, and prepares and distributes monthly and quarterly reports as required.
• Receive, document, and distribute tip information and maintain records and correspondence for case management, WSIN, revelation, seizures and forfeitures and any other Task Force functions.

Property/Evidence:

• Remove all property/evidence from the temporary storage and assign it a permanent storage place, in order to maintain the proper chain of evidence.

• Maintain accurate records of the storage location of all property/evidence so that it is readily available to the courts or investigators. After the conclusion of the court process and when the property/evidence is released by the Prosecuting Attorney's Office, it is returned to its rightful owner and/or destroyed in accordance with RCW statutes.
• Prepare for public auction any property that cannot be returned to its rightful owner in accordance with RCW.
• Prepare the proper forms to retain useful property and transfer its ownership to the Sheriff's Office and maintain a file of such property, in accordance with RCW.
• Prepares paperwork on items that are unsafe, unclaimed, and illegal to possess or sell, so that these items can be converted or traded for law enforcement equipment, in accordance with RCW, as approved by the Chief Civil Deputy.
• Work closely with deputies, records personnel, the court system and the Prosecuting Attorney's Office to keep up on the status of cases to determine what property/evidence can be disposed of without jeopardizing any action or due process of law.
• Work closely with the State Crime Lab by submitting evidence for testing and, after the testing is completed, take custody of the evidence, in order to maintain the proper chain of evidence.
• Care for and maintain in an orderly fashion, all property / evidence rooms and property logs and computer entry which are under the control of the Sheriff's Office and see that they are properly secured to maintain the chain of evidence.
• Testify in court as to the proper chain of custody.

Qualifications
Minimum Qualifications:

1. High School Diploma or equivalency.
2. Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys - National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate. Current employees of Cowlitz County, outside of the Sheriff's Office must also pass the 3 ACT/Work Keys - National Career Readiness Test to be considered for this Civil Service position.
3. Pass a background and criminal history investigation.
4. Complete a class and pass ACCESS Level II certification (depending on classification), which will require re-certification every two years (training provided on the job).
5. Extensive filing experience, maintaining hard copy and electronic records.
6. Type at least 40 wpm.

Supplemental Information
Required Skills and Abilities:

1. Understand rules of dissemination for requests of records/reports by outside agencies, case parties, and the general public.
2. Must have good written and verbal communications skills. Able to maintain accurate records. Organizational skills.
3. Able to handle a multi-task work environment, and manage stress related to work duties and work environment.
4. Ability to handle job stress and interact effectively with others in the workplace.

Cowlitz County offers a competitive benefits package for Full-Time employees, including:

• Health Insurance: Variety of Medical, dental, life, vision, and prescription insurance for employee and family. Employees who are covered under another person's medical plan have the option of an HRA (Health Retirement Account) in lieu of medical insurance. HSA and FSA plans are also available, depending on eligibility.
• Paid holidays, vacation, and sick leave.
• Retirement: All full-time employees must participate in a Washington State Retirement Services plan, and may participate in a Deferred Compensation Plan, if desired.
• Employee Assistance Program employees and family members for help with personal or family issues.
• Group Life Insurance: Basic life and Accident insurance is provided to employee, with additional insurance available to purchase.

01
Have you previously taken the NCRC ACT/Work Keys test in the past 5 years and passed with a Level 4 (Silver) or higher?

• Yes
• No

Required Question