DAWSON COUNTY SHERIFF’S OFFICE
POSITION DESCRIPTION
TITLE: WARRANT / CIVIL CLERK GRADE: 10
DIVISION: SHERIFF SERVICES FLSA: NON-EXEMPT
REPORTS TO: LIEUTENANT UPDATED: 05/2017
POSITION SUMMARY
Under the supervision of the lieutenant, this position is responsible for providing administrative and clerical support to the Sheriff Services Component. Duties include serving as a liaison to the public, providing administrative support, maintaining assigned records, files, and statistics for assigned duties, processing all civil and court paperwork, processing all warrant and transport paperwork and tasks, and performing other administrative duties as assigned. A person in this position is classified as a civilian employee and works a Monday through Friday, 8 a.m. until 5 p.m. schedule. The Warrant/Civil Clerk is not required nor authorized to work on Saturday, Sunday, or any Dawson County recognized state or federal holiday. A person in this position does not supervise others.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Performs tasks to include processing and completing all data entry of civil processes, subpoenas, protective orders; and other court orders; answer questions about the service status relating to civil processes, subpoena services and protective orders; and preparing court readiness logs.
Deliver all currency received for civil process and warrant service to the Dawson County Board of Commissioners Finance Department. Shall complete a delivery receipt that includes the total amount of currency being delivered. Prior to the transfer of all currency to the finance department, the assistant division commander or his/her designee shall confirm the amount of currency being transferred, by reviewing and initialing the delivery receipt. No photocopies of any currency transferred shall be maintained by the civil clerk or any other employee of the Dawson County Sheriff’s Office.
Performs tasks to include entering all warrants on appropriate records management software, database and/or spreadsheets; placing and releasing detainers with appropriate agencies; placing holds on appropriate software/databases, dispersing warrant list to appropriate individuals; reconciling all warrants, and ensuring certified copies of warrants are mailed to other agencies as deemed necessary; prepares warrant packets for warrant officers; validate and maintain required Temporary Protective Order files.
Performs telephone communications to include answering phone calls appropriately and in a professional manner; and transferring/connecting calls to appropriate person, division, etc.
Performs administrative duties to include completing, submitting, and filing all required reports accurately, by specified deadlines, and in accordance with D.C.S.O. policy; maintaining office equipment and notifying the assistant division commander of needed repairs or service; maintaining, storing, and disposing of confidential material; disseminating required information to various agency personnel and divisions in a timely and appropriate manner.
Manages assigned inventories and submits required purchase order request to the assistant division commander or his/her designee for approval.
Schedules transports to include warrant pick-ups and other transports deemed necessary; schedules extraditions.
Other duties, delegated tasks, responsibilities, or directives that are not illegal, immoral, or unethical may be assigned.
QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability, as well as competencies required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge, Skills, and Abilities
Ability to type 35 words per minute.
Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
Knowledge and ability to work with computers to include database software, spreadsheet software, word processing software and specified law enforcement computer programs; ability to troubleshoot and repair equipment problems.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of supervisors, employees, other county departments and the general public.
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.
Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things.
Speaks clearly and persuasively in positive or negative situations in the English language; listens and gets clarification; responds well to questions; participates in meetings.
Writes clearly and informatively in the English language; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
Balances team and individual responsibilities; exhibits objectively and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed.
Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds agency values.
Follows policies and procedures; completes administrative tasks correctly and on time; supports agency’s goals and values; supports affirmative action and respects diversity.
Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; takes calculated risks to accomplish goals.
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.
Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
Adapts to changes in the work environment; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
May receive, process, and provide approved material for business transaction purposes only and not for the purpose of providing legal advice. Employee is prohibited from providing legal counsel in any form of communication.
Education and Experience
High school education or equivalent.
Any combination of education, training, and experience that provides the required knowledge and skills is acceptable.
Any combination of education and training that is dictated by the agency’s standard operating procedures.
Certificates, Licenses, and Registrations
Valid Georgia driver’s license and satisfactory driver’s history.
OTHER REQUIREMENTS
Eighteen years of age.
Citizen of the United States or qualified to work in the United States.
No felony convictions.
BLOOD AND VIRAL PATHOGEN RISKS Minimal Risk Foreseeable Risk
PHYSICAL DEMANDS Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is regularly required to talk and hear.
The employee is occasionally required to walk; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms.
The employee must be able to sit for long periods of time.
Specific vision abilities required are those that include the ability to view a computer monitor for an extended period of time.
ENVIRONMENTAL CONDITIONS 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.
Works primarily in a temperature-controlled environment (administrative office) with moderate levels of noise.
REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.
I acknowledge receipt of this job description.
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Employee Name
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Employee Signature Date
CIVIL CLERK
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