HomeMy WebLinkAboutChief Civil DeputyJEFFERSON COUNTY
Job Description
Position:
Chief Civil Deputy
FLSA:
Department:
Sheriff's Office
Union:
Annual Hours:
2080
Civil Service:
Exempt Salary Grade:
17
Location:
BBP:
No
Adopted:
HIPAA:
Level 3
Approved by:
1.0 MAJOR FUNCTION AND PURPOSE
Exempt — Admin.
Exempt
Exempt — Appointed
Courthouse (primarily)
July 2017
Hum? Resource Man er
1.1 Supervises and coordinates activities of the Civil Division of the Sheriff s Office, by
performing the following duties.
2.0 SUPERVISION RECEIVED
2.1 Persons in this position are given significant discretion, within the scope of federal, State,
County and Sheriffs Office policy and regulations, in the routine performance of their
duties; supervision and guidance for day-to-day operations are received from the Sheriff or
his designee.
3.0 SUPERVISION EXERCISED
3.1 This position is in charge of the Civil Division within the Sheriff s Office. Responsibilities
include assisting the Undersheriff with interviewing, training, planning, assigning,
accounting for attendance, oversight of the off -hours emergency calls, and directing work.
Position also provides input for appraising performance and assist in addressing complaints
and resolving problems. The work is highly confidential.
4.0 SPECIFIC DUTIES AND RESPONSIBILITIES
4.1 Receive all civil legal papers to be served or executed in the County and enters them into the
civil docket.
4.2 Review contents of orders such as summons, garnishment, property seizure, and arrest orders
for adherence to State laws and County ordinances. Review process for correctness of
information to assure presumptive legalities.
4.3 Coordinate Courthouse security services with Superior and District courts.
4.4 Assign Courthouse security details, exercise evacuation plans and procedures.
4.5 Assign cases to Civil Division employees or Patrol Deputies for execution of court orders,
for the most efficient operation of the Civil Section.
4.6 Attach property in reliance upon writs filed with the Sheriffs office.
4.7 Maintain liaison with line personnel to assure timely service of civil process.
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4.8 Train and instruct clerks and Deputies in how to serve civil papers.
4.9 Prepare legal notices of Sheriffs sales and auctions of property by arranging for posting in
public places and mailing copy to newspapers.
4.10 Conduct sale of real and personal property legally confiscated by the County to satisfy
judgments.
4.11 Oversee collection, recording, and deposits of legal fees gathered. Issue permits and collect
fees.
4.12 Examine all Civil Division accounts and financial records for completeness and accuracy,
Make bank deposits and balance monthly accounts; responsible to account for revenues
received and distribution of revenues.
4.13 Provide necessary information on costs and revenues to assist in the preparation of the
budget. Submit data for audits by State and County officials.
4.14 Perform general office duties such as typing, filing, bookkeeping and related activities.
4.15 Write reports on Civil Division efficiency and revenues to the Sheriff on a periodic basis.
The frequency of such reports shall be determined by the Sheriff.
4.16 Provide general information to the public and attorneys seeking guidance in the civil process
except that employee shall not provide legal advice.
4.17 Perform duties such as serving civil court orders, seizing property, and making arrests when
on duty.
4.18 Develop and maintain procedures and guidelines to be used by Civil personnel for proper
performance.
4.19 Perform other tasks as directed.
5.0 COMPETENCY: To perform the job successfully, an individual should demonstrate
competency in the following areas:
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development
opportunities; Strives to continuously build knowledge and skills; Shares expertise with
others.
Customer Service - Manages difficult or emotional customer situations; Responds to requests
for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality;
Listens to others without interrupting; Keeps emotions under control.
Oral Communication - Speaks clearly and persuasively in positive or negative situations;
listens and gets clarification; Responds well to questions; Demonstrates group presentation
skills; Participates in meetings.
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Written Communication - Writes clearly and informatively: Edits work for spelling and
grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to
read and interpret written information.
Delegation - Delegates work assignments; Matches the responsibility to the person; Sets
expectations and monitors delegated activities.
Managing People -Includes staff in planning, decision-making, facilitating and process
improvement; Takes responsibility for subordinates' activities: Makes self available to staff;
Develops subordinates' skills and encourages growth: Solicits and applies customer feedback
(internal and external); Improves processes, products and services.
Quality Management - Demonstrates accuracy and thoroughness.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for
cultural differences; promotes a harassment -free environment.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works
with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks
correctly and on time; supports organizations goals and values.
Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for
decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Planning/Organizing - Prioritize and plans work activities: Uses time efficiently; Plans for
additional resources; Sets goals and objectives: Organizes or schedules other people and their
tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner: Reacts well under pressure; Treats
others with respect and consideration regardless of their status or position; Accepts
responsibility for own actions; Follows through on commitments.
ualit - Demonstrates accuracy and thoroughness: Applies feedback to improve
performance; Monitors own work to ensure quality.
uantit - Meets productivity standards; Completes work in timely manner: Works quickly.
Safety and Security - Observes safety and security procedures: Determines appropriate action
beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials
properly.
Adaptabilit _Adapts to changes in the work environment: Manages competing demands;
Changes approach or method to best fit the situation: Able to deal with frequent change,
delays, or unexpected events.
Attendance/Punctualit—Is consistently at work and on time: Ensures work responsibilities
are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility
for own actions: Keeps commitments: Commits to long hours of work when necessary to
reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Seeks increased responsibilities; Looks for and takes
advantage of opportunities; Asks for and offers help when needed.
Innovation - Generates suggestions for improving work.
6.0 REQUIRED KNOWLEDGE AND ABILITIES
6.1 Language Skills - Ability to read and interpret documents such as safety rules, operating and
maintenance instructions, and procedure manuals; ability to write routine reports and
correspondence; ability to speak effectively before groups of customers or employees of
organization.
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6.2 Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure -
using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and
percent and to draw and interpret bar graphs.
6.3 Reasoning Ability - Ability to apply common sense understanding to carry out instructions
furnished in written, oral, or diagram form; ability to deal with problems involving several
concrete variables in standardized situations.
6.4 Computer Skills - Knowledge of relevant computer software programs that are utilized by the
Sheriff s Office; ability to utilize the internet in a productive manner; ability to type with
reasonable accuracy at 30 wpm minimum.
6.5 Ability to use equipment standard to area of assignment and adapt to new and/or modified
equipment which may be acquired.
6.6 Knowledge of principles and practices of supervision.
6.7 Knowledge of the procedures, practices and methods involved in the service and execution of
civil process.
6.8 Knowledge of County geography, locations and location names.
6.9 Ability to plan, schedule, direct and evaluate the activities of employees and office work flow
of the division and to recommend effective procedures to improve efficiency as required.
6.10 Ability to perform effectively in the technical areas of specialization and prepare reports.
6.11 Ability to establish and administer effective working relationships with other employees,
public and private officials, members of the legal community, and the public.
6.12 Ability to apply extensive and obscure guidelines to widely varied situations.
6.13 Ability to be covered by a special personal bond.
6.14 Ability to assure the efficient utilization of volunteers and department personnel, funds,
materials, facilities and time.
7.0 MINIMUM QUALIFICATIONS
7.1 Associate's degree (A.A.) or equivalent from two-year college or technical school in criminal
justice, legal, accounting, or general business field; or five (5) years of related experience
and/or training in criminal justice and business curriculum, and a minimum of five (5) years
experience in progressively responsible law enforcement positions, including one (1) year of
supervisory or lead experience; or equivalent combination of education and experience.
7.2 Must be a U.S. Citizen.
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7.3 Valid Washington State Driver's License with a driving record free of serious or frequent
violations and ability to maintain a valid license.
7.4 Must have successfully completed the Washington State Basic Law Enforcement Training
Academy or the Criminal Justice Training Commission Corrections Academy.
7.5 Must maintain status as a specially commissioned Deputy described as a Deputy, whether
part-time or full-time, compensated or not, commissioned by the Sheriff, a general authority
Washington law enforcement agency, to enforce some or all of the criminal laws of the State
of Washington, who does not qualify as a general authority Washington peace officer for that
commissioning agency, specifically including reserve peace officers, and specially
commissioned full-time Deputies.
7.6 Must maintain all of the Jefferson County Sheriff s Office ongoing qualifications. These
include, but are not limited to: Firearms, First Aid, etc.
7.7 Must pass a thorough background investigation which includes being fingerprinted.
7.8 Must have passed a psychological, physical and polygraph examination and may be subject
to periodic psychological, physical and polygraph examinations as required.
8.0 PHYSICAL DEMANDS AND WORK ENVIRONMENT
8.1 While performing the duties of this Job, the employee is occasionally exposed to outride
weather conditions.
8.2 The noise level in the work environment is usually moderate.
8.3 While performing the duties of this job, the employee is regularly required to use hands to
finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk
and sit. The employee is occasionally required to reach with hands and arms, climb or
balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and or move
up to 50 pounds and occasionally lift and, or move up to 100 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, peripheral
vision, depth perception and ability to adjust focus.
8.4 The employee may be periodically required to operate a marked Sheriff s Office vehicle
under emergency operating conditions.
8.5 The employee may be periodically required to work out of doors in inclement weather.
8.6 The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
This job description does not constitute an employment agreement between the employer and
employee, and is subject to change as the needs of the employer and requirements of the job change
from time to time.
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