Confidential Secretary

Aitkin County • Aitkin, MN

8d • Onsite

About The Position

To perform a wide variety of confidential clerical and secretarial duties pertaining to law enforcement operations. Prepares legal documentation, maintains records and coordinates process for service of civil process and writs of execution. Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. Receives technical direction from the County Attorney’s office on civil process form and procedure. No formal supervisory authority. This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.

Requirements

• Two years of post-secondary education and minimum of four years of full time relevant work experience; or equivalent combination of education and experience.
• Typing speed of 50 w.p.m. or higher.
• Must have the ability to focus and work productively with continual interruptions.
• Valid Minnesota driver’s license required.
• Employment reference checks, drug test, and a criminal background check will be performed as part of the pre-employment process.
• Must be able to obtain MN notary within six months of initial employment.
• Knowledge of County and departmental policies, procedures, and practices.
• Knowledge of Federal, State, and local laws, rules, and regulations relevant to the work performed in this position.
• Knowledge of modern office procedures and practices.
• Knowledge of civil process
• Knowledge of Records management software
• Knowledge of General bookkeeping procedures.
• Knowledge of Clerical procedures necessary to process, sort, verify and file documents or other material in accordance with departmental office procedures.
• Knowledge of Business English, spelling, grammar and punctuation.
• Knowledge of Basic math.
• Knowledge of Record keeping systems in order to maintain administrative and fiscal data and to prepare reports.
• Knowledge of Data practices law and policies.
• Communication and interpersonal skills as applied to interaction with supervisors, staff, and the general public sufficient to exchange or convey information and to receive work direction.
• Typing skill sufficient to complete 50 net words per minute without errors.
• Reading, writing, and speaking English proficiently.
• Preparing and comprehending legal documents.
• Utilizing MS Office software.
• Organizing and prioritizing work.
• Communications including proper grammar, sufficient to respond to telephone and in-person questions, complaints and requests without prejudice or ridicule that will assure prompt and reliable service to the public based on established departmental policies and procedures
• Ability to present a positive attitude in the workplace, promote a spirit of teamwork and cooperation, and be able to treat others with respect, honesty, and consideration.
• Ability to handle multiple tasks simultaneously.
• Ability to manage time and workload effectively.
• Ability to work independently, exercise good judgment, and meet deadlines.
• Ability to use discretion in the handling of confidential information.
• Ability to maintain confidentiality.
• Ability to exercise independent judgment in developing work methods and operating procedures in order to implement departmental activities and policies and perform duties under emergency situations.
• Ability to follow oral and written instructions.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Proficient at using the following software: County Payroll Software/E-time, Microsoft Word, Excel, Outlook, PowerPoint, Internet, and other job-related software.
• Occasional travel is required to attend trainings and meetings in and out of Aitkin County.

Nice To Haves

• Experience in legal field or civil process is preferred.
• Criminal Justice Info Service (CJIS) Certificate issued by Bureau of Criminal Apprehension (BCA) preferred, but not required.

Responsibilities

• Maintains and records all civil process documents as required by MN statutes and regulations, working closely with the courts.
• Prepares and maintains files on writs of execution, works with private attorneys to coordinate; advises the process server of the type of service, personal or substitute, that can be utilized.
• Assists in the preparation of Sheriff’s sales.
• Schedules and maintains a calendar for mortgage forclosure sales.
• Works with private attorneys, banks, mortgage/title/closing companies on foreclosure process, writs and redemptions; collects and distributes monetary proceeds; coordinates redemption of properties.
• Prepares and maintains billings and receipts for civil process activity.
• Maintains accounts for civil process, collections and disbursements; initiates deposits, balances accounts, writ of execution payments; balances sheriff’s trust checking account and execution fund account; calculates fees and bills for services; tracks late payments.
• Provides assistance to the public via telephone or in person regarding questions, complaints, requests, etc., based on established departmental policies and procedures and according to direction from the Sheriff.
• Provides department orientation, on-the-job training, frequent work direction and assistance to trainees and to other co-workers as needed; provides backup for the job of Records Technician.
• Performs confidential secretarial duties for the Sheriff and staff including but not limited to: Transcribing statements, investigative reports and other miscellaneous reports; assisting in preparation of press releases; preparing miscellaneous correspondence, copies; creating forms and templates.
• Schedules Sheriff’s Office conference room and training room.
• Communicates with department staff to pass on information, obtain information and to locate staff as needed.
• Receives and processes bills and vouchers for approval by the Sheriff.
• Maintains an accurate and complete filing system in order to ensure accurate and efficient retrieval of required information.
• Uses records management software to enter and retrieve information.
• Processes applications for handguns, whether to purchase or to carry; checks the individual’s criminal history record and maintains confidentiality according to the Data Practices Act.
• Provides supervision when needed over juveniles waiting for court and/or transport.
• Maintains office supplies for the Sheriff’s Office.
• Attends training and meetings as needed.
• Performs other related duties as assigned or apparent.

Benefits

• The County 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree