Legal Specialist IV

Performs a variety of complex and diverse tasks including some that are necessary for the Sheriff to fulfill his legal duties, either independently or at the direction of the Sheriff or Chief Civil Deputy. Performs a variety of office, clerical and administrative support work, also independently or at the direction of the Sheriff or Chief Civil Deputy. Works in a high pressure, stressful work environment making consequential work decisions in accordance with laws, regulations, and department policies and procedures. Processes legal documents that are by law confidential. Has access to highly confidential information and maintains confidentiality as applicable to records, and to what is seen and heard. Provides information to county personnel as well as the general public. General clerical work includes filing, data entry and preparing civil process for service. Must possess excellent organization, time management, administrative and computer skills required to ensure that the services and work product required of the Sheriff and Chief Civil Deputy are performed in a timely, accurate and efficient manner. Works under tight deadlines and attention to detail is a must. Coordinates work with other staff within the law and justice system as well as the Auditor’s and Treasurer’s offices. Must maintain a cooperative working relationship with these and other departments within the county. This position is of a sensitive and highly confidential nature. May work in the capacity of Chief Civil Deputy in the absence of the supervisor.

1. Answers non-emergency telephone lines. Provides information to the public on service of process, concealed pistol licenses, voluntary statements by victims, public records and numerous questions from the general public, including event permits, vehicle accident forms, and criminal record checks. Responds and answers complex requests for information regarding the legal system without dispensing legal advice.
2. Assist the Chief Civil Deputy with preparing deposits and transmittal of department’s daily funds. Prepares, retrieves and disperses incoming and outgoing mail. Performs transactions with the public involving receipts of fees and costs associated with civil process.
3. Processes criminal subpoenas. Receives civil process and disperses for service to the deputies. Maintains docket and completes returns to court as necessary. Communicates with the Prosecuting Attorney’s office regarding the status of service for cases under prosecution and ensures documents are served in a timely manner.
4. Assists the Deputies and Corrections Officers with Administrative booking of inmates into jail to include search duties of inmates of the same gender (i.e. searching inmates including strip search when necessary and collection of urine samples from inmates in custody and on work release for analysis).
5. Assists deputies and detectives in photographing same sex crime victims.
6. Processes fingerprinting of criminals as well as the general public for a variety of licenses, permits, background checks etc.
7. Keeps criminal files, concealed pistol licenses, personnel files and general administration files current.
8. Prepares and provides Sheriff’s Office reports for insurance companies, state victim’s assistance programs, prosecuting attorney, juvenile court and criminal defense attorneys and Public Information Requests as well as agency-to-agency requests.
9. Processes all public records requests for the Sheriff’s office including completing appropriate redactions for released records (searches for all records and uploads responsive records to the county records system; GovQA).
10. Transcribes investigative interviews of an extremely confidential nature, generates correspondence and court documents as workload dictates.
11. Maintains extensive inventory for Sheriff’s Office, Dispatch Center, Department of Emergency Management and Jail.
12. Codes and enters all Sheriff’s Office and Department of Emergency Management accounts payable invoices into county accounting system for review, approval and payment.
13. Bills Department of Corrections for inmate stays and flights and tracks invoices until payment is made.
14. Completes background investigations of criminal record for concealed pistol licenses. This often includes contacting other courts, prosecutors and law enforcement agencies for dispositions in cases and determines a recommendation for the Chief Civil Deputy regarding issuance of the license, following the laws of the State of Washington as well as Federal Firearms Laws.
15. Orders and maintains office supply inventory and small equipment purchases for the entire Sheriff’s Office, including outer islands, jail and dispatch supplies.
16. Requests travel advance funds and ferry tickets for staff and prepares vouchers accounting for funds.
17. Assists dispatchers with inputting arrest records and PCN into department database.
18. Works in the capacity of Chief Civil Deputy in the absence of supervisor which may include executing Writs. A thorough understanding of the judicial orders received is required.
19. Reports to Emergency Operations Center for administrative, dispatching and call-taking duties as assigned.
20. Acting within the scope of their responsibilities, work as a public employee and municipal officer with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52.
21. Perform other related duties as assigned.

Requires an Associate’s Degree and 4 years of administrative office experience; or any equivalent combination of education, training and experience that demonstrates the ability to perform the essential functions of the position. Must successfully complete Sheriff’s Civil Function – Basic training through the Washington State Criminal Justice Training Commission within one year of hire. Must be able to pass criminal history records check, qualify for a notary public license, pass the Washington State Patrol Access certification and maintain licensure and have a valid Washington State driver’s license.

PREFERRED QUALIFICATIONS:
Successfully complete Sheriff’s Civil Function – Advanced through the Washington State Criminal Justice Training Commission within two years of hire. Experience Eden, Spillman, Laserfiche, SharePoint and/or GovQA a plus. Previous experience in a law enforcement environment is helpful but not required.

KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrated proficiency in Microsoft office.
• Ability to develop specific goals and plans to prioritize, organize, and accomplish work with minimal supervision.

PHYSICAL AND MENTAL REQUIREMENTS:

• Work requires continuous sitting and operation of a computer including keyboard and mouse operation.
• Frequent standing and walking.
• Involves talking and hearing in person and on the phone.
• Vision abilities required by this job include close vision and the ability to differentiate colors and read computer monitor.
• Deals with customer stress and deadlines, which may require overtime, flexibility of time.
• This position requires attention to detail and communication skills.

WORKING CONDITIONS:
Office working environment with occasional field work to assist the Chief Civil Deputy. Exposure to verbal abuse and physical harm from angry or emotionally distressed individuals. Works under pressure of constant deadlines.