Civil Records Clerk

Summary

Employee in this position is responsible for providing clerical and administrative support for the Island County Sheriff's Office, with assignment to the Civil/Records (Administrative) Division. Employees of the office of County Sheriff must pass an open, competitive civil service examination – RCW 41.14.

Read the information below thoroughly - it contains vital information about the Application and Civil Service Examination process. All notifications regarding this process will be sent to you by email.

All qualified applicants for this position will be invited to participate in a 20 minute Oral Board interview on the County campus, location and times to be determined. You must obtain a score of 70% or greater to pass the oral board examination.
As a result of the examination(s), a Civil Service Eligibility Register will be established. Applicants will be placed on this register in rank order by their score achieved on the oral examination. Applicants will be certified from this register to fill vacant positions in accordance with Island County Civil Service Rules.
As a County agency, the Island County Sheriff's Office is subject to the "Rule of Five" which means that the appointing authority/Sheriff may consider the top five candidates for each position/vacancy. Among those candidates, the Sheriff may choose any one of the candidates determined to best fits the needs of the office. The top five candidates on this register will be invited to interview with the Chief Civil Deputy, location, date and times to be determined.

Job Duties

• Use a multi-line phone system responding to the public, law and justice agencies, and other government agencies when information is requested.
• Greet visitors at the public counter, determine the nature of their business and refer or assist to the completion of their business.
• Public Disclosure Requests: Receiving, processing, redacting, logging, sending documents pertaining to Public Disclosure Requests. Understanding of the retention schedule for Sheriff Office documents.
• Warrants: Receiving, inputting, processing, second checking, and removal of warrants from the local, State and Federal systems.
• Protection Orders: Receiving, inputting, processing, second checking, and removal of protection orders. Preparing Protection Orders for service and filing a return of service after completed.
• Fingerprinting: Concealed Pistol Licenses, employment, county vending permits, Washington firearm dealer licenses, and various other reasons.
• Orders of Sale: Receiving, recording, scheduling, posting, mailing, filing, and crying of Orders of Sale. Preparing and filing Returns of Service and Deeds.
• Writs of Restitution: Receiving, processing, scheduling, posting, mailing, and filing of Writs of Restitution. Preparing and filing Returns of Service.
• National Incident Based Reporting System (NIBRS): The process of reading, coding, sending, and receiving all criminal reports taken by any Sheriff's Deputy. Preparing those reports and sending them to their appropriate locations (Prosecutor's Office, Child Protective Services, CADA, other law enforcement agencies, etc.).
• Certification Letters: Process a local records check, process, notarize, and mail letter and coversheet.
• Missing Persons: Verify entry from Jail Control Room, modify entry as needed, local data entry, build physical file, and send for second check.
• Washington Crime Information Center/National Crime Information Center (WACIC/NCIC): Verify entry of stolen articles, vehicles, guns, etc. from Jail Control Room, modify entries as needed, local data entry, build physical files, and send for second check.
• Vacating/Sealing Records: Locate physical file (if applicable), seal, destroy, etc. all documents related to court ordered sealing/vacating.
• Work with Island County Prosecuting Attorney to receive and process Notices of Charging Decisions, Disposition Sheets, Sentencing Memoranda, and Subpoenas.
• Conduct audit, and validate criminal history data, and submit information to appropriate agencies.
• Service of Documents: Receive documents for service from attorneys, other law enforcement agencies, and citizens over the counter and through the mail. Process those documents and prepare them for service by Island County Deputy Sheriffs. Complete and file a return of service with the appropriate Court.
• Concealed Pistol License: Receive and process original, renewal, and replacement applications, fingerprint when necessary, run criminal history and mental health checks, process applications through the Department of Licensing, create and send out licenses/denial letters when appropriate.
• Washington Firearms Dealer Licenses: Receive and process original and renewal applications, fingerprint applicants, run criminal history and mental health checks, process applications through the Department of Licensing, create and send out licenses/denial letters when appropriate.
• Vacation Checks: Receive through the mail, phone, fax, or email Vacation Checks from citizens, process, perform data entry, print, and provide to Sheriff Citizens on Patrol.
• Perform other duties and tasks as directed.

Knowledge, Skills & Abilities

• Familiarity with tools, equipment and techniques commonly used in the performance of the outlined tasks.
• Maintain high standards of accuracy, completeness and efficiency in the preparation of reports.
• Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, and relate to various personality styles in a calm, professional manner.
• Effectively communicate with others for the purposes of gathering and relating information.
• Understand the need for and capable of maintaining confidentiality of sensitive information.
• Independent and self motivated to meet required deadlines while simultaneously completing other tasks.
• Familiarity with general office practices, including cash handling, word processing, and computer programs such as spreadsheets, e-mail and integrated databases.
• Ability to word process on a computer keyboard with accuracy.
• Ability to accurately account for daily receipts and transmit to depository.
• Familiarity with Washington State Laws (Revised Code of Washington, RCW) and how to navigate the RCW's to obtain any information not known.

CIVIL SERVICE REQUIREMENTS:

Per RCW 41.14 which established a merit system for employees of the office of County Sheriff, all applicants must pass an open competitive Civil Service Examination.

To be certified, applicant must meet the following in addition to the above:

• Complete an oral board interview.

If selected for placement from a certified list, applicant is required to meet the following:

• Pass a polygraph and psychological evaluation.
• Satisfactorily complete a background investigation.
• Complete a one-year probationary period.

CIVIL SERVICE EXAMINATION AND APPLICATION PROCESS:

• Applicants must complete an Island County Application for Employment powered by NEOGOV as well upload to it the documents listed below in items 2 (and 3 if applicable). Have these documents ready prior to submitting your application so that you are able to upload them as "Supplemental Attachments".
• Applicants must upload the following to their NEOGOV application:
  • 1 - a cover letter
  • 2 - a resume.

• If you are claiming Veteran's Scoring Criteria Status, upload a completed Claim for Veteran's Criteria Status form and upload the requested documentation.
• Any other documents you feel support your abilities to perform requirements for this position.
• It is highly recommended that you contact the Civil Service Hearing Examiner to verify all documents have uploaded successfully.

Your application will be evaluated and rated for training, education and experience. This rating will determine if you will move to the next step in the process. Incomplete applications will not be considered and you will not be contacted.

CIVIL SERVICE SELECTION PROCESS: Vacancies are filled by the Civil Service "rule of five" with the top five eligibles forwarded to the appointing authority (Sheriff) for interview and background investigation, as vacancies occur. Applicants given a conditional offer of employment are subject to further processes including polygraph examination, psychological examination, medical examination and background investigation. Applicants must pass a Civil Service examination; AND pre-employment examinations including, but not limited to, a complete background investigation, fingerprinting, criminal record check, polygraph examination, a medical examination and a psychological evaluation.

All appointments are subject to successful completion of a one-year probationary period as set forth in the Civil Service Rules for Island County Sheriff's Department Section 11.02 or its successor.

If you have questions, please contact Sarah Sandlin, Chief Examiner: 360-679-7379 – Please leave a message. Email Address: s.sandlin@islandcountywa.gov.

Education, Experience & Certifications

• Legally Permitted to Work in U.S.: An applicant for a position of any kind under civil service must be a United States Citizen or a lawful permanent resident who can read and write the English language.*(per RCW 41.14.100).
• High school diploma or GED.
• No record of felony conviction.
• At least 18 years of age.
• Must have very legible handwriting.
• Must always maintain a neat, clean, business-like appearance.
• No record of gross misdemeanor/misdemeanor conviction for crime involving controlled substances or physical harm.

* Candidates must be legally authorized to work in the United States. Island County does not provide visa sponsorship. *