Chief Civil Supervisor at Marion County – Salem, Oregon

At the Marion County Sheriff’s Office we take pride in the service we provide to the community. We are seeking a Chief Civil Supervisor to join our team who shares our vision of a safer Marion County through partnership, service, and trust. We believe every employee plays a critical role in public safety and service to the community. The ideal candidate will have excellent communication skills, be service oriented, and have a strong desire to work in a team environment.

GENERAL STATEMENT OF DUTIES
Supervise the activities of clerical and civil deputy staff assigned to the civil, records, and concealed handgun licensing and reception areas of the Sheriff's Office; participate in the processing, serving and recording of legal documents.

SUPERVISION RECEIVED
Work under the general supervision of an administrative lieutenant who reviews work for effectiveness and conformance to departmental policies by observation, conferences, and reports.

SUPERVISION EXERCISED
Exercise supervisory responsibilities for a group of deputies and clerical staff performing civil process, concealed handgun licensing, and records functions; provide work coordination, planning, and organization; monitor workflow; complete performance evaluations for subordinate staff.
Supervises civil, criminal records, and concealed handgun licensing teams including employees assigned to work in office environments and field-based assignments. Supervisor duties include, but are not limited to, training of staff, employee development, reviewing work product, completion of performance evaluations, conflict resolution, and ensuring efficient operation of the unit.

Civil & Records

• Processes and prepares for service all court documents delivered by the Court Administrator pertaining to Distraints, Executions, Redemptions, Replevins, Child Custody Issues, Restraining Orders, FEDs, making sure all documents are signed and necessary paperwork is included. Type and log jackets, jacket case numbers, receipt fees, keeping permanent record, file and distribute jackets for service.
• Oversees and assists with the activities of the civil process unit and criminal records unit, including routine and complex processing and serving of documents, assisting the public at the counter, collecting fees, answering questions, typing correspondence and legal documents, other civil and court actions and the conducting of sales of property at public auctions.
• Coordinates, administers, and supervises the levying and seizure of real and personal property. Ensures minimization of county liability by compliance with all statutes, processes, rules, and regulations.
• Assists in entering law enforcement related data into LEDS and NCIC systems. Checks current civil cases and paperwork listed on the Oregon eCourt Case Information System (OECI).
• Advises the Sheriff and department staff of current law and proposed legislative changes affecting civil law enforcement.
• Testifies in court on concealed handgun license revocation petitions as required and works closely with county legal counsel.

Administrative

• Reviews, supervises, makes findings, and approves or denies the following on behalf of the Sheriff: liquor licenses, firearms, concealed handgun licenses, firework display permits, and other licenses where the Sheriff's approval is required.
• Maintains responsibility for accurate maintenance of records and ensures compliance with archive and retention rules, procedures, and concealed handgun license laws.
• Serves as public records custodian for the Sheriff’s Office including oversight of the processing and fulfillment of public records requests.
• Reviews unit purchase requests and assists with budget preparation.

Other

• Writes new, or revises, existing department policies as needed.
• Participates in internal, county, and civic committees/meetings as appropriate.
• Ensures compliance of federal, state, county, city and department laws, policies and procedures for area of responsibility, department wide.
• Provides one-on-one and/or group training to both management and line staff.
• Performs other duties as assigned.

EXPERIENCE AND TRAINING

1. Bachelor's degree; AND
2. Three years of varied and responsible experience in law enforcement, including one year in civil process and one year of supervisory experience; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

• In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Due to regular assignment, employee may be assigned a leadership role in the provision of essential services or response functions. Staff at this response level must complete Incident Command System 100, 700, 200, and 800 on-line or in-person training.
• Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.
• The finalist for this position will be required to pass a criminal history background check, including finger printing; however, conviction of a crime may not necessarily disqualify an individual for this position.
• This is a Safety Sensitive/Special Needs position. Must pass a post offer drug screen, including testing for marijuana. The Marion County Drug and Alcohol Use and Testing Policy #518 is located at: https://www.co.marion.or.us/BOC/Pages/policies.aspx
• This assignment is not represented by a union.
• This is a full-time position, which is not eligible for overtime.
• Typical Work Schedule: Monday through Friday, days, with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of laws relating to the responsibility of the County Sheriff in civil processes; knowledge of supervisory methods and practices; knowledge of records management practices and procedures. Skill and ability in accurately processing civil instruments; dealing firmly but courteously with the public; instructing subordinate personnel in policies, procedures and practices; detecting errors on written documents; establishing and maintaining effective working relationships with elected officials, staff and the public; training others; ability to effectively supervise others in the performance of civil process activities; managing within an union environment; testifying in a court of law; strong oral and written communication skills; and drafting legislative concepts.