NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.
When Assigned to Warrant Section:
- Examines legal documents for sufficiency of information and returns unacceptable documents, noting discrepancies or reasons for rejection.
- Inputs and updates legal information in appropriate law enforcement systems and quality control of all entries made in these automated systems. Verifies all Felony, Misdemeanor, Vehicular Bench Warrants, Civil Bench Warrants, Juvenile Protective Custody Warrants, and Indictment Warrants held by the Sheriff’s Office. Inputs Ramey warrants for California Highway Patrol and the District Attorney’s Office.
- Sends teletype messages which include messages to confirm warrants, All Point Bulletins, Amber Alerts, and other law enforcement messages as required. Places holds on subjects arrested on Sheriff’s Office warrants.
- Accesses and retrieves information from the County’s Criminal History System called CRIMS (Consolidated Records Information Management System), the States Criminal Justice Information System’s Criminal History File, the National Crime Information Center, and the Department of Motor Vehicles to assist with criminal investigations.
- Accesses restraining orders from CCPOR (California Courts Protective Order Registry) and other emergency protective orders for law enforcement purposes.
- Processes property in the appropriate Department of Justice Automated Property System. (Stolen, evidence, lost, found)
- Processes firearms in the appropriate Department of Justice Automated Firearm Systems (stolen, destroyed, evidence, crime guns, lost, found, under observation, dealer record of sales, and law enforcement agency transfers).
- Processes missing persons in the Local, State, and NCIC systems.
- Receives and responds to requests from attorneys, law enforcement and Court personnel, and the public for information via search of computer file information.
- Processes detainer notices from correctional facilities and federal prisons.
- Processes and tracks service of subpoenas served on Sheriff’s Office employees.
- May be subpoenaed to testify in court.
- Compiles monthly statistics on warrants, subpoenas, missing persons, firearms, restraining orders, and property.
- Provides coverage of Sheriff’s Office Records Section from 5:00 p.m. to 8:30 a.m. and holidays and weekends. Does subject checks in the Consolidated Records Information Management System (C.R. I. M.S.) for law enforcement agencies and confirms stolen vehicles.
- Processes and maintains log of Attempt Service of Warrant notices that come from outside agencies.
- Gives court dates to deputies and other law enforcement agencies for warrants on subjects.
- Provides information to law enforcement agencies, courts, and attorneys to aid in the arrest and prosecution of criminals in accordance with legal requirements governing the release of confidential Criminal Offender Record Information (CORI), for other purposes as directed.
- Accesses and retrieves data in the Supervise Release File (SRF) and the Violent Crime Information Network (VCIN).
- Accesses and retrieves probation information to provide to law enforcement agencies.
- Processes DOJ monthly validations for Wanted Person System, Missing and Unidentified Persons System, Stolen Vehicle System, Automated Firearm System, and Automated Property System; processes quarterly purge for Wanted Person System.
- Accesses information from the Odyssey court system to review or verify the status of traffic and court violations, citations, or warrants.
- Gathers and processes information for CALEA (Commission on Accreditation for Law Enforcement Agencies) audits.
When Assigned to Civil Section:
- Accepts for service, temporary restraining orders, civil harassment orders, move-out orders, small claims papers, summons, complaints, writs of execution, subpoenas, writs of attachment, citations, petitions, and other documents handled by the Sheriff’s Office.
- Creates new files for wage garnishment, bank levy, summons and complaint/petition, bench warrant eviction, subpoenas, etc., with the Civil Administration system.
- Computes and accepts payment of fees; issues receipts; accounts for monies received by balancing against records of receipts.
- Processes and prepares paperwork for the eviction enforcement, including notification to the court of claims of right to possession filings, process notices or stay orders received from the court, maintains contact with plaintiff/plaintiff’s attorney or reviews any court action affecting the on-going eviction enforcement, requests refund of fees for unsuccessful evictions, and processes returned of writ to court.
- Receives and processes notification of bankruptcy filings. Makes notification to plaintiff/plaintiff’s attorney. Maintains and monitors files in bankruptcy for updates and new instructions.
- Contacts courts directly to obtain or confirm court orders and immediately relay information to appropriate deputies in the field.
- Prepares returns to court and actions taken for return to California Courts and other litigation from out of state, complying with various state laws.
- Responds to inquiries made in person, by fax, or by phone from the public, attorneys, litigants, witnesses, victims, and other law enforcement agencies regarding legal attachments, evictions, writ of execution, and funds in process of transmission.
- Receives automobile levies, real property levies, and seize and sell levies.
- Examines legal documents for sufficiency of information and returns, unacceptable documents, noting discrepancies, or reasons for rejection.
- Reviews legal documents for jurisdiction and for required related documents.
- Receives, reviews, and inputs legal data/information on/into the Civil Administration System.
- Receives and processes a high volume of status requests from plaintiff/plaintiff’s attorneys, debtors, employers, garnishees, law enforcement, court personnel, and the public for information via search of computer file information and/or fax and telephone.
- Assists the public at the front counter in a professional and courteous manner without giving legal advice. Researches and explains complex policies, procedures, ordinances, and laws in order to respond to complex or difficult customer inquiries.
- Reviews legal documents for jurisdiction, required related documents, and adherence to civil processing within the time frame assigned by the courts.
- Inputs payments on judgments and calculates interest for outstanding balances.
- Generates and provides daily payoff amounts with additional interest and fees calculated.
- Receives bail monies, completes notice to appear, and schedules defendant for hearing on civil bench warrants. Reviews and submits bench warrants issued by the courts to field deputies for service, processes warrant courtesy notices based on determined bail amounts, and processes out-of-county bench warrants to Sheriff’s Office in designated counties.
- Notifies courts of action taken by the Sheriff through the preparation of proofs of service, and writ returns to court in compliance with various court requirements and state laws.
- Reviews history of payments received from employers for wage garnishments, calculates payment amounts, and returns original writ and accounting audit report to the courts.
- Processes and reviews Claim of Exemptions, notifies plaintiff/plaintiff’s attorney of claim, calendar claim for opposition period described in California Civil Code of Procedures, processes notices of oppositions and notices of hearing to the court.
- Interprets court orders for Claims of Exemptions, issues modifications and releases to employers or banking institutions, and makes notation in the Civil Administration System of all modifications or actions taken.
- Creates and drafts written correspondence to city, county, municipalities, courts, attorneys, financial institutions, employers, and the general public.
- Maintains and processes proofs of services and affidavits of non-service received from registered process servers for various levies and earnings withholding orders.
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NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of the specification.
Knowledge of:
- Modern office practices and procedures.
- Filing.
- Operation of standard office equipment
- Business correspondence.
- Legal terminology, general legal forms, and documents.
- Procedures involved with filing, recording, and processing legal documents.
- A variety of Criminal Justice manuals and automated records management and telecommunications systems, subsystems, and networks. Must also know how these systems interrelate.
- Various law codes such as the Penal Code, Health and Safety, Welfare and Institutions, Municipals Codes, and other statutory codes.
- Applicable codes, ordinances, and legal procedures governing the processing and dissemination of criminal history and incident report information.
- Criminal justice procedures, functions, and relationships of Criminal Justice Systems, Courts, and Law Enforcement Agencies.
- Basic legal process and policies.
- Civil and criminal procedures and evidence.
- Functions of the Sheriff’s Office.
Ability to:
- Independently perform clerical assignments that require research of pertinent legal codes.
- Interpretations and applications of various legal codes and procedures.
- Identification and correction of errors in legal documents with accuracy and speed (legal Compliance).
- Language usage and mathematical computations.
- Organize and prioritize the completion of a constant inflow of legal documents.
- Maintain accurate records.
- Communicate and orient relevant parties (peace officers, legal professionals, public and private institutions, and the general public) on legal procedures and requirements.
- Establish cooperative and effective working relationships with co-workers and the public.
- Independently resolve problems for which there’s no immediate clear policy.
- Work independently with only general supervision and/or no ongoing, on-site clerical supervision.
- Analyze and problem-solve.
- Work under pressure.
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