Sheriff Clerk

Administrative Support Position

Veterans Preference: The Jobs for Veterans Act mandates priority of service to veterans seeking employment and training opportunities. To ensure compliance with this law, this job posting will be available only to veterans for the first 24 hours. After this period, the job will be released to all job seekers.

POSITION SUMMARY: Administrative support position responsible for records and secretarial duties such as filing, typing, dictation, scanning of documents and maintaining all criminal files and civil document records for the Sheriff's Office. May be required to do specific administrative projects requiring exercise of independent judgment, prepare monthly reports as required and general duties as assigned. Work with minimal supervision. Act as a liaison between the Sheriff's Office and other law enforcement agencies, courts, etc. pertaining to transporting and extradition of prisoners, sex offender registration, civil and criminal process.

Examples Of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES Tasks include but are not limited to:

• Responsible for typing, using a Dictaphone and transcribing.
• Enter data and maintain records in Records Management System.
• Greet visitors and answer multi-line telephone in a pleasant manner.
• Process mail and routine correspondence.
• Develop memorandums and write letters.
• Transmit orders and send routine acknowledgements.
• Complete and process accurately necessary reports and documents.
• Keep financial and statistical records as needed.
• Maintain departmental filing system.
• Collect, deposit and maintain monies received by the Sheriff's Office for civil documents, copies of documents, criminal background checks and other authorized fees.
• Knowledgeable of civil process and legal system.
• Knowledgeable of State laws pertaining to the retention of records.
• Cross train and assist in other areas of the Sheriff's Office.
• Employee must know and understand County Personnel Policy and all county and departmental policies pertinent to the position and perform all other duties as assigned.

Special Assignments

ESSENTIAL DUTIES AND RESPONSIBILITIES Tasks include but are not limited to:

• Records Management System Administrative Clerk: Responsible for all essential duties of the Sheriff's Clerks. Responsible for administrative duties related to the Sheriff's Office Records Management System Software. Must have a thorough understanding of administrative access, rules and guidelines. Serves as liaison between the Sheriff's Office and the company providing the software and support. Responsible for reporting problems with the system to the Chief Deputy.
• Civil Process Clerk: Responsible for all essential duties of the Sheriff's Clerks. Responsible for logging all Criminal and Civil process papers received by the Sheriff's Office. Must have a thorough understanding of Civil and Criminal process and paper flow through Magistrate and District courts. Process receipts for Civil Process, collecting and depositing monies and maintaining records of the monies received. Ensure that once the papers have been served, that they are returned to the proper court. Prepare monthly statistical reports pertaining to Civil Process handled by the department. Responsible for administrative duties related to the Sheriff's Office Civil Records Management System. Coordinate with software provider for support.
• Sex Offender Registrar Clerk: Responsible for all essential duties of the Sheriff's Clerks. Must be 28CFR and NCIC certified and attend training classes on entering sex offenders in the Offender Watch System and into NCIC. Maintain good working relations with courts law enforcement agencies and probation/parole offices. Maintain up to date and accurate records for all sex offenders living in Chaves County. Monitors to ensure Offender Watch make proper notifications as required by the New Mexico Sex Offender Notification and Registration Act, to schools, day care centers and law enforcement agencies, etc. Act as liaison between Chaves County Sheriff's Office and the Department of Public Safety Records Division in Santa Fe regarding sex offender registration. Responsible for administrative duties for the Sheriff's Office as it related to the Offender Watch System while coordinating with DPS.
• Transportation/Extradition Clerk: Responsible for all essential duties of the Sheriff's Clerks. Act as liaison between the Sheriff's Office and other law enforcement agencies, courts, etc. pertaining to transporting and extradition of prisoners. Coordinate extraditions/governor's warrants. Prepare transport vouchers, process warrant paperwork, doing monthly statistical reports pertaining to transporting a