Marshall County Job Description
Administrative
Coordinator - Sheriff's Department
Reports To: Chief Clerk DOT Reference: 040.261-010, 096.127-014
Date: November 2007
FLSA: Non-Exempt
Coordinate service of
documents, transport of commitments, escorts for county prisoners, and process
service for out of state agencies and attorneys. Prepare and maintain a variety of records and
reports. Assist with elections by
preparing correspondence, delivery schedule for election materials, and
notifying workers. Assist with Sheriff’s
sale. Assist Chief Clerk as needed by
reviewing and coordinating work of clerks, assisting with budget preparation,
and establishing and maintaining fiscal records. Fill in absence of Chief Clerk. Assist in dispatch as needed.
Essential
Job Functions
A.
Coordinate
service, appearances, transport, and execution of court orders
1. Prepare court ordered executions
and court ordered attachments for service
2. Make appointments/schedule deputies
for evictions & unlawful detainer
3. Coordinate
transports for commitment and petition hearings, Department
of Corrections transports, out of county and out of state transports
ordered by judge, etc.
4. Coordinate
escorts for county prisoners’ court appearances in Guntersville and Albertville
5. Arrange
initial appearance proceedings for adults and juveniles and with probation
officers
6. Coordinate
seizures of real and personal property in accordance with court orders
7. Coordinate
civil process service for out of state agencies and attorneys
8. Prepare
out of state affidavits for service in accordance with requirements, and
maintain payments for service
B. Assist Chief Clerk as needed, and establish and maintain
fiscal records
1. Assist
with reviewing work of clerks, and coordinating work
2. Prepare
departmental payroll records and time sheets
3. Reconcile
bank statements and prepare spreadsheets monthly for office accounts
4. Assist
with budget preparation
5. Prepare
cashbooks and maintain detailed records of funds distributed
6. Prepare
periodic financial and statistical reports and insure accounts balance
7. Assist
in performing research for grants that are available
8. Prepare
and maintain Probate, Juvenile and Mental transport records for billing and
budget monitoring
9. Prepare
and mail court cost executions, receipt monies, and forward funds to proper
court
10. Oversee
processing of invoices and monitor expenditure of funds from pistol permit fund
11. Oversee
law enforcement purchases and insure that items are included in inventory
C. Prepare
and maintain records and reports, provide information,
assist with elections and sheriff’s sale
1. Assist
the public, and inmates regarding civil matters, pending litigation, court
summary information and court dates
2. Update employee records, fleet
inventory, car maintenance records, etc.
3. Prepare county election
correspondence for Probate Judge and Circuit Clerk
4. Notify
individuals appointed to serve as poll workers, and notify poll workers of
election and voting site
5. Prepare
delivery schedule for election materials
6. Prepare
reports, memos, and correspondence such as Protection from Abuse, case action
summaries and sentencing orders, dockets and docket notices, reports for judges
and circuit clerk, etc.
7. Prepare
reports and records for District Attorney and Circuit Clerks for Grand Jury
Sessions
8. Assist
the public by notarizing documents for appeals submitted to civil and criminal
courts
9. Maintain
youthful offender records and files, Draeger certification records and
follow-up dates, etc.
10. Prepare
Notice of Levy & Notice of Sheriff’s sale of seized property, advertise
Sheriff’s sale, and receipt and properly distribute money generated by
executions and sale
11. Fill
in for Chief Clerk as needed
12. Assist
with dispatch by assisting with scheduling, staffing, training, etc. as needed
Knowledge,
Skills, and Abilities
1.
Knowledge of
basic accounting and bookkeeping
2.
Knowledge of
modern office practices, procedures, and equipment
3.
Knowledge of
basic filing systems and coding methods, including alphabetical and numeric;
indexing methods, etc.
4.
Knowledge of
departmental and county handbooks and procedures, election and court
procedures, sheriff’s association, and accounting procedures
5.
Knowledge of
personal computers, operating system, and software
6.
Knowledge of
radio console, terminology and codes used in Dispatch
7.
Ability to
communicate both verbally and in writing
8.
Ability to read
and comprehend departmental rules, regulations, procedures and instructions
9.
Ability to
understand verbal instructions and directions
10.
Ability to
operate basic office equipment, including PC's
11.
Ability to
establish and maintain effective working relationships with other employees and
the public
12.
Ability to interact
with the public and provide information in a polite and efficient manner both
in person and on the telephone
13.
Ability to
perform data entry at an error free rate equivalent to 40 words per minute
14.
Ability to make
decisions in accordance with precedents and regulations and to apply them to
work situations
15. Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance
with established requirements
Minimum
Qualifications
Associate
degree in business administration, public administration, criminal justice,
accounting, or related field plus 3 years experience in a law enforcement
organization desirable.
This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all duties listed, and some incumbents may perform some duties which are not listed. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.