Civil Records Clerk

Overview

Summary:

Employee in this position provides clerical and administrative support for the Island County Sheriff's Office, assigned to the Civil/Records (Administrative) Division. Employees 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. Notifications regarding this process will be sent by email. All qualified applicants will be invited to participate in a 20-minute Oral Board interview on the county campus (location and times to be determined). A score of 70% or greater is required to pass the oral board examination.

As a result of the examinations, a Civil Service Eligibility Register will be established. Applicants will be placed on this register in rank order by their oral examination score. Certifications from this register will fill vacant positions in accordance with Island County Civil Service Rules. The Sheriff may consider the top five candidates for each position; the top five candidates on this register will be invited to interview with the Chief Civil Deputy (location, date, and times to be determined).

Per RCW 41.14, all applicants must pass an open competitive Civil Service Examination. To be certified, applicants must meet the following in addition to the above: complete an oral board interview; if selected for placement, pass a polygraph and psychological evaluation, satisfactorily complete a background investigation, and complete a one-year probationary period.

All appointments are subject to successful completion of the Civil Service Rules probationary period for Island County Sheriff's Department Section 11.02 or its successor. For questions, contact the Chief Examiner:  (please leave a message). Email: s.sandlin.

• Use a multi-line phone system, respond 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 complete their business.
• Public Disclosure Requests:
  Receiving, processing, redacting, logging, sending, and understanding the retention schedule as it pertains to Public Disclosure Requests.
• Warrants:
  Receiving, inputting, processing, second checking, and removal of warrants from local, state, and national 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 completion.
• Fingerprinting:
  Concealed Pistol Licenses, employment, county vending permits, Washington firearm dealer license, and various other reasons.
• Orders of Sale:
  Receiving, recording, scheduling, posting, mailing, filing, and crying of Orders of Sale. Preparing and filing of Returns of Service and Deeds.
• Writs of Restitution:
  Receiving, processing, scheduling, posting, mailing, and filing of Writs of Restitution. Preparing and filing of Returns of Service.
• National Incident Based Reporting System (NIBRS):
  Reading, coding, sending, and receiving all criminal reports; preparing and sending them to appropriate locations (Prosecutor's Office, CPS, CADA, other agencies).
• Certification Letters:
  Process a local records check, process, notarize, and mail letters and cover sheet.
• Missing Persons:
  Verify entry, modify as needed, local data entry, build physical file, and send for second check.
• WACIC/NCIC:
  Verify entry of stolen articles, vehicles, guns, etc.; local data entry, build physical files, and send for second check.
• Vacating/Sealing Records:
  Locate physical file, seal/destroy 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 Memorandums, and Subpoenas.
• Conduct, audit, and validate criminal history data, and submit information to appropriate agencies.
• Service of Documents:
  Receive documents for service from attorneys, law enforcement, and citizens; process and prepare for service by Deputies. Complete and file…