Job description

PURPOSE OF CLASSIFICATION

The Personal Property/Criminal Court Clerk Assistant is responsible for secretarial and clerical support as well as performs supervisory and administrative functions associated with overseeing the daily operations of the Personal Property division. Duties include: maintaining all office files pertaining to Writs, garnishments, orders of execution, possessions, seizure service by county deputies, hearing papers, jury notices and Warrants directed by the Court, typing correspondence, reports and legal documents, security, preparing reports and records. The Personal Property/Criminal Court Clerk Assistant reports to and receives direct supervision from the Sheriff, Chief Deputy Sheriff, Deputy Sheriff/Sergeant and Office Manager/Criminal Court Clerk.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Assists the Office Manager/Criminal Court Clerk AND the Criminal/Civil Office Manager, processing employee concerns and problems, directing work, counseling and completing employee performance evaluations. Will directly oversee/supervise the Personal Property Division.

Assists the Office Manager/Criminal Court Clerk AND the Criminal/Civil Office Manager with overseeing the day to day operations of the Sheriff’s Office, plans and coordinates office business and clerical activities to maintain efficiency and effectiveness; advises the Sheriff, Office Manager/Criminal Court Clerk as well as the Criminal/Civil Office Manager of daily events/developments; resolves problems as necessary.

In the absence of the Office Manager/Criminal Court Clerk and/or the Criminal/Civil Office Manager, said position shall train new personnel and guide personnel to meet Sheriff’s Office goals and to comply with directives, standard rules and regulations.

Assists the Office Manager/Criminal Court Clerk in coordinating various significant tasks with the Chief Deputy Sheriff; assists with employee attendance; time keeping and leaves; as authorized by the Sheriff.

Assists with various related duties including issuing checks, reconciling statements, receiving money, operating a cash register, providing receipts, preparing bank deposits and works directly with the Sheriff to prepare and submit an annual budget proposal.

Notarizes affidavits and documents, maintains records of law suits and files various reports with the Pennsylvania Department of Revenue as appropriate.

Assists with various related duties which may include receiving money, operating a cash register, and providing receipts.

Responds to questions, complaints, and requests for information from citizens, attorneys, elected officials, officers, employees, outside agencies, and various other individuals; provides customer service to the general public at the front desk; communicates effectively on law enforcement radio.

Receives, prepares, and/or generates a variety of forms, requests, records, reports, correspondence, and various other documents associated with daily responsibilities of this position; reviews, processes, responds, forwards, maintains and/or takes other action as appropriate ; prepares and maintains files and administrative records.

Maintains a comprehensive, current knowledge and awareness of applicable laws/regulations; reads professional literature; maintains professional affiliations.

Attend staff meetings and training sessions as appropriate; may represent the office at various meetings and seminars; attends community functions relating to job activities.

Cooperates with federal, state, and local law enforcement agencies and their officers or representatives when activities are related to investigations within the county jurisdiction.

Maintains records of office equipment; orders and/or maintains inventory of supplies.

Types correspondence, reports and legal documents, such as Writs, hearing papers, Summons and Warrants.

Maintains all Court files pertaining to hearings and Warrants.

Works with Monroe County Control Center to perform background investigations and confidential information for Court ordered Warrants.

Answers and routes telephone calls and dispatches messages to the Field Deputies from the radio base station.

Arranges with the District Court Administrator the times, dates, and places for hearings for those defendants arrested on Warrants.

Dockets and records all bench warrants, hearing papers and Writs for Court ordered appearances.

Updates and maintains the bench warrant list on a weekly basis and distributes copies to those agencies designated by the Sheriff and/or Chief Deputy Sheriff.

Receives and accounts for refunds paid at public counter.

Compiles information and statistical data for various reports and records.

Works closely with District Justice Offices in cases pertaining to criminal complaints and Warrants.

Conducts investigations to determine location/locate individuals named in criminal and civil papers; performs extradition of alleged criminals from other jurisdictions to satisfy open warrants.

Prepares various civil papers, summons, subpoenas, and felony and misdemeanor warrants; executes juvenile pickup orders; maintains multiple state level certifications for JNet & NCIC annually, requests/performs JNet & NCIC checks on arrestees.

Prepares garnishments and writs/orders of execution, possession and seizure for service by county deputies; pages deputies to notify changes in documents which are in process of being served; determines expiration dates for service of writs/orders.

Receives individual files/personal property document packages for execution at Sheriff’s sale; researches Prothonotary files for accuracy; contacts appropriate attorneys or other individuals regarding discrepancies or for missing documentation.

Verifies levy on property being claimed; verifies bankruptcy and business information through appropriate bureau, court, or agency.

Schedules and/or coordinates appointments for property appraisals and levy action; coordinates Sheriff’s assistance.

Prepares and posts handbills and notices to inform the public of personal property Sheriff’s sales; notifies all interested parties of property claims, date and findings of appraisals, and Sheriff’s sale date; makes list of sales scheduled each month.

Responds to questions and requests for information regarding personal property, from the general public; provides customer service at front desk; resolves problems and reviews objections associated with pending property sales.

Transfers information from writs to cost sheets; calculates data on cost sheets; runs cost tapes for upcoming sales.

Participates at Sheriff’s sale of property; ensures announcement of government priority claims; records bids; calculates, collects, and records fees due after sale.

Collects money owed to creditors holding court judgments; prepares schedule of distribution assets/money.

Notifies attorneys of status of service; files documents with the courts for recording; notifies the Commonwealth of Pennsylvania, Department of Revenue of all sales.

Enters and retrieves information into/from a computer database; indexes data into computer mainframe and updates computer with status of each sale; prints and separates forms and reports.

Discusses with attorneys amount of time to be given to defendant to vacate premises; coordinates eviction dates and prepares eviction notices.

Prepares release forms for towed vehicles; verifies license plate and vehicle identification numbers; verifies ownership, and authorization for property release; coordinates with attorneys’ release of seized vehicles.

Calculates payoff amounts including interest on debt amount and poundage; receives and writes receipts for payoffs; garnishes bank accounts as ordered by the court.

Calculates and/or prepares invoices for a variety of fees applicable to writs of seizure, Sheriff’s assistance, storage of property/vehicles; maintains records of money seized from registers, bankruptcies, and storage fees.

Prepares and maintains files and administrative records; reorganizes and returns completed files to Prothonotary or other offices as appropriate; updates and maintains current list of District Justices.

Provides assistance to victims of violent acts, and other court and criminal related mishaps.

Exchanges information with dispatchers, attorneys, court personnel, medical examiner, fire and EMT personnel, medical professionals, and other departments and agencies.

Responds to questions, complaints, and request for information from students, the general public, clergy, utility companies, officers, employees, and supervisors.

Prepares for and attends courtroom hearings and judicial proceedings; provides testimony as required.

Documents all activity conducted in assigned position; maintains current field and code manuals, policies and procedures, employee handbooks, various maps, and related material for reference and/or review.

Attends meetings and in-service training as required to maintain knowledge of department/county operations, to promote improved job performance, and to maintain knowledge of changing policies, procedures, codes, and laws.

Completes and prepares a variety of forms, logs, requests, records, reports, correspondence, and various other documents associated with daily responsibilities of this position; maintains administrative records and files.

May perform or assist with special operations, investigations, and/or other activities such as drug task force, training, communications, and/or other duties as assigned.

Assists with interdepartmental duties and county activities which may include taking photographs and fingerprints, and verifying processing warrants, summons, and related paperwork, administrative functions, assisting with animal control and other special assignments.

Performs various administrative tasks which may include typing, photocopying, faxing, shredding, and/or filing documents, receiving, stamping, and distributing mail/documents, maintaining office equipment, issue, order, and/or maintain inventory of supplies and/or equipment, and computer data entry/retrieval.

May perform duties relating to calculating/billing costs of services, compiling and completing grant and audit reports, making bank deposits, and maintaining fiscal records/ledgers.

Answers the telephone; provides information, advice and guidance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.

Attends community meetings and assists with community activities, programs.

May be required to regularly work on various shifts, weekends, and/or holidays as deemed necessary; substitutes for coworkers in temporary absence of same.

Substitutes for coworkers during temporary absences which includes, both the “Criminal/Civil Office Manager” and “Office Manager/Criminal Court Clerk.”

Performs other related duties as required.

MINIMUM QUALIFICATIONS

High school diploma or GED; supplemented by vocational/technical training in security, law enforcement, or a related field; supplemented by one (1) year previous experience and/or training in a law enforcement or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess a valid Pennsylvania driver’s license. Must be at least 21years of age. Must be a U.S. Citizen or resident status. Must pass and maintain certification requirements. May be required to attain and maintain additional certifications.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to perform in a supervisory capacity over subordinate supervisors.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles or fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA COMPLIANCE:

Physical Ability: Tasks require the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (1220 pounds).

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, taste, odor, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Performance of essential functions may require exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, smoke, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, chemicals, violence, disease, or pathogenic substances.

Monroe County, Pennsylvania, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time

Pay: $16.77 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Law enforcement: 1 year (Preferred)

Work Location: One location

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