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Sheriff Record Specialist - Judicial Enforcement
at Maricopa County
- Position Overview
The Sheriff Records Specialist supports the Judicial Enforcement Division and processes documents related to Civil Process. The MCSO is mandated by the Constitution, Arizona Revised Statutes, Federal Statutes, other State's Statutes and Rules and Rules of Court Procedure and this position assists in ensuring compliance with applicable laws and regulations.
- Position Qualifications
Minimum education and/or experience:
High school diploma or G.E.D. and two (2) years of experience performing office, administrative and clerical duties. An equivalent combination of post-secondary education and/or job-related experience may substitute for the minimum requirements on a year for year basis. Must attach a typing test certification from a government agency, an employment agency, a college, a vocational school, or a public school system to the online application. Certificates obtained from typing sites available on the Internet are not acceptable for verification of typing speed.
Specialized training, certifications, and/or other special requirements:
Must be able to type a minimum of 35 words per minute as demonstrated by a typing test certification attached to the online application. Applicants are responsible for ensuring certification of typing ability is uploaded at the time of application. For more specific information on methods for satisfying the typing requirement, click here for further information. Within six (6) months of employment or assignment must train, functionally test and affirm the proficiency of terminal operations to assure compliance with Federal Bureau of Investigation (FBI), CJIS policy and regulations - retest every two (2) years. Must possess, or have the ability to obtain by the time of hire, a valid Arizona driver's license. Training with the exception of Arizona driver's license to be provided on-the-job: FEMA NIMS - IS100 and 700; OSHA training; ADP payroll training; PREA training. Prior to hiring, the Sheriff's Office requires that all candidates pass a polygraph examination and an extensive background review.
Knowledge, skills, and abilities:
- General office practices and procedures.
- Microsoft Office Suite applications.
- Operating standard office equipment.
- Communicating verbally and in written format as appropriate for the needs of the audience.
- Exercise sound judgment and supply accurate information from files and records.
- Establish and maintain effective working relationships.
- Type a minimum of 35 words per minute.
Preferred education and/or experience:
Two (2) years of responsible full time legal, court, or justice system support related experience; law enforcement, legal or court records experience; acceptance and/or processing of court documents experience.
Work occurs primarily in an indoor office environment. Tasks require manual dexterity of hands and body to operate office equipment as well as managing frequent interruptions, time pressures, and high work volumes. Job includes team-oriented activities and interaction with all levels of County management and personnel as well as the public. Responsibilities require concentration, accuracy, ethical conduct and a professional demeanor.
The following environments described are only representative of how the essential job tasks are currently performed or envisioned. As such, in order to accommodate a disability or limitation, the essential job tasks may be performed in ways other than described on these pages.
- Rarely outdoors or in temperatures above 90 degrees or below 40 degrees
- Frequently in confined areas
- Conditions may frequently include high noise levels and/or bright lighting
- Exposure rarely to chemicals/fumes, smoke/dust, and/or wet/damp areas
- Conditions may occasionally include stairs or ladders, unprotected heights, and/or dim lighting
- Sitting, standing walking
- Driving a vehicle
- Speaking, hearing, seeing, reading
- Bending, kneeling, reaching twisting
- Crouching, balancing
- Lifting floor to waist twenty (20) pounds
- Lifting waist to shoulder of twenty (20) pounds
- Lifting shoulder to overhead of twenty (20) pounds
- Carrying a weight of twenty (20) pounds for a distance of 10 feet
- Pushing/pulling a weight of twenty (20) pounds for a distance of 10 feet
- Frequent interruptions and time pressures
- Handling high volumes of work
- Handling multiple or complicated tasks, frequently changing tasks, and/or unscheduled tasks
- Accuracy and attention to detail
- Concentration / vigilance
- Decision making with guidance
- Working in a team environment and frequently in close proximity with others
- Often working in isolation
- Frequent public contact
- May occasionally require overtime/rotating shifts
- Conditions may rarely include emergencies, traumatic subject matter, and/or dangerous environment
- Essential Job Tasks
- Processes and delivers documents from Superior Court and other courts or jurisdictions having judicial action with Maricopa County. Documents include subpoenas, warrants, summons, scofflaws, orders of protection, child custody orders, orders of garnishment and mental health and/or communicable disease orders of commitment.
- Coordinates the process of writs and levies within specified timelines for seizure or distribution of property or other assets.
- Executes directives ordered by Superior Court, other courts, outstanding warrants, or from information provided to the Sheriff's Office Telephone Tip Line regarding parental custody or child support warrants.
- Determines jurisdiction, correct authority, and lawfulness of all incoming documents.
- Ensures documents are correct in format and face and have the statutory required bonds or fees by examining the documents and/or communicating with the public, attorney, and judges.
- Performs data entry and docketing of all documents, receives and verifies, time stamps, enters all legal documents, and processes for service.
- Assigns and distributes paperwork to deputies for immediate service.
- Enters disposition of returned documents into internal database along with certificates of service, and returns to the respective jurisdiction in required format.
- Calculates fees and/or costs associated with the deputy's service.
- Creates journal entries regarding status, prepares and sends affidavits of service, and prepares billings or bonds.
- Collects delinquent personal property taxes through seizure and sale per Arizona Revised Statute.
- Provides customer service via telephone and in person to assist taxpayers, the public and attorneys at the counter, answering inquiries and providing information.
- Operates cash register for receipt of payments, enters deposits, writes receipts, and calculates service fees.
- Prepares refund checks for funds left on account after service fees are deducted.
- Determines sales dates, calculates amount of judgment, prepares and posts or mails notification.
- Files legal documents with Clerk of Superior Court.
- Attends real estate auctions, tracks all bids made at sales, calculates MCSO costs, and calculates redemption amounts.
- Prepares and distributes proper documentation and funds from sales to the proper judgment creditors, attorneys, purchasers, agencies, and advertising companies.
- Prepares letters of explanation to taxpayers related to the status of their tax bills.
- Prepares documentation for deputies to initiate collection on delinquent tax bills, and assists deputies in determining if collection is feasible and seizure is warranted.
- Conducts applicant background checks for Class III firearms and/or pawnbroker license applications, utilizing background searches and investigative tools to decipher information obtained, and determines eligibility.
- Maintains Pawnshop License records, processes applications, issues licenses, verifies compliance with statutory requirements, and maintains detailed records of pawn license suspensions, and issues renewal license packets and background checks.
- Processes personal criminal subpoenas and criminal subpoenas of the Grand Jury and Early Disposition including data entry for deputy service, prepares subpoenas for mail service, and enters service returns.
- Interfaces with local, county, state and federal law enforcement agencies throughout the United States.
- Communicates and interacts with attorneys regarding criminal subpoena service.
- Sorts and returns all served criminal subpoenas.
- Assists in training new employees.
- Enters information from pawn transaction reports (tickets) into County pawn database searching for warrants, stolen property, and suspects, disseminates information received on stolen property and suspects, and routes to supervisor/detectives or other law enforcement agencies.
- Be present at work site to perform tasks as scheduled and/or assigned by supervisor.
- Selection Procedure
The hiring authority will select the successful candidate based on departmental needs.
All offers of employment made to new hires and rehires at Maricopa County are contingent upon successful completion of a post-offer, pre-employment thorough background investigation. A background investigation is conducted on a current employee who changes to a Safety Sensitive Position or one having the potential for serious adverse impact on the integrity or efficiency of the County. These requirements do not pertain to employees of elected officials who undergo background investigation processes administered through their respective offices.
Typically successful candidates are hired at a salary rate, up to midpoint of the range, based on applicable experience, internal equity and budgetary allowances.