Lead Public Service Specialist - Civil - Sheriff
Job Summary
Ensure the proper processing and execution of civil process papers and documents in a timely manner according to applicable State Statutes and regulations.
Essential Duties and Responsibilities
The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Receive civil process, review and process orders, summons and any other papers for service in a timely fashion according to state statutes and regulations.
Train staff in office routines; prioritize office workflow; implement and coordinate new office procedures, operations and routines for the office to improve efficiency or to address procedural changes in rules, statutes or departmental requirements.
Provide technical guidance to civil staff.
Instruct patrol deputies on civil process procedures and office procedures.
Receipting and billing of civil process papers.
Maintain index of documents served by type, name and file number from initial receipt through final payment.
Assign civil process to deputies and ensure process is executed properly.
Assign and review any documents or paperwork necessary to levy on real or personal property.
Research and prepare Redemption Certificates on foreclosed properties, calculate figures and pay off mortgages. Collect fees and correct paperwork for filling redemption documents. Answer questions of public and staff specific to department rules and guidelines regarding civil process procedures.
Prepare executions including payment to be charged, interest, fees and assign to deputies.
Ensure that all paperwork for Sheriff’s Mortgage Foreclosure Sales is correctly included and documented, collect and receipt sale fee.
Receive proceeds from Sheriff’s sales, subtract fees for Sheriff’s services and make payment for other claimants, attorneys, etc.
Research and investigate topics, issues or problems impacting the Civil Division.
Perform administrative support functions similar to other staff to assist in meeting the workload requirements of the Civil Division. Prepares financial statements for civil process. Answer questions of the public or staff specific to departmental rules and guidelines regarding civil process.
Maintain proficiency in all statutes, rules and regulations governing civil process and mortgage foreclosures.
Print and explain Mortgage Foreclosure reports.
Complete appropriate affidavits of service or non-service.
Coordinate schedule of evictions with law firms and deputy.
Schedule mortgage foreclosure sales.
Utilize the MN Department of Public Safety confidential database.
Complete monthly validations of Protection Orders issued by the court in compliance with BCA requirements.
Complete record packing each new Protection Order upon receipt in accordance with BCA requirements.
Complete quarterly billing to HHS for civil process served.
Perform other duties and tasks of a comparable level or type.
Develop and maintain respectful and cooperative working relationships.
Regular and reliable attendance according to the department’s work schedule.
Knowledge, Skills and Abilities Required
Comprehensive knowledge of standard office practices, procedures and techniques.
Comprehensive knowledge of business English, spelling, grammar, punctuation and sentence structure.
Comprehensive knowledge of and a high degree of proficiency in MS Office products or comparable office programs, word processing, spreadsheet and database applications.
Comprehensive knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders and department/division specific equipment.
Comprehensive knowledge of department requirements, policies, procedures, rules, laws, etc.
Thorough knowledge of department specific programs.
Thorough knowledge of unique or specialized terminology specific to department/division operations.
Thorough knowledge of basic bookkeeping and accounting.
Thorough knowledge of department/division structure, workflow and operating procedures.
Ability to exercise judgment and make decisions.
Ability to provide leadership to other staff.
Ability to exhibit critical thinking skills, use discretion and judgment.
Ability to make high level decisions in accordance with standard procedures in a wide variety of situations.
Ability to train and review the work of other support staff.
Strong organization skills, ability to prioritize and manage workflow and multi-task.
Ability to follow and understand complex oral and written instructions.
Ability to make timely decisions.
Ability to establish and maintain effective, professional, positive and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies and the general public.
Ability to recognize, evaluate and manage difficult situations, conflicts or problems in an effective and timely manner.
Ability to adapt to rapidly changing priorities and deadlines.
Ability to work independently and work effectively as a member of a team and deal with people in an effective and timely manner.
Minimum Qualifications
High School Diploma or GED AND two years of post-secondary education and four years of experience providing administrative support in customer service, government office, or similar office environment; OR eight years of experience providing administrative support in customer service, government office, or similar office environment.
Work in related government agency is preferred.
Supplemental Information
Physical Requirements and Work Environment
Typical work schedule is from 8:00 am to 4:30 pm, Monday through Friday. Work is in a general office environment. Employees may encounter graphic and vivid documents and images relating to law enforcement matters. Employees will have extended periods of computer use.
