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The Sheriff Records Specialist supports the Judicial Enforcement Division and processes documents related to Civil Process. The MCSO is mandated by the Constitution, Arizona Revised Statutes, Federal Statutes, other State's Statutes and Rules and Rules of Court Procedure and this position assists in ensuring compliance with applicable laws and regulations.
Minimum education and/or experience:
High school diploma or G.E.D. and two (2) years of experience performing office, administrative and clerical duties. An equivalent combination of post-secondary education and/or job-related experience may substitute for the minimum requirements on a year for year basis. Must attach a typing test certification from a government agency, an employment agency, a college, a vocational school, or a public school system to the online application. Certificates obtained from typing sites available on the Internet are not acceptable for verification of typing speed.
Specialized training, certifications, and/or other special requirements:
Must be able to type a minimum of 35 words per minute as demonstrated by a typing test certification attached to the online application. Applicants are responsible for ensuring certification of typing ability is uploaded at the time of application. For more specific information on methods for satisfying the typing requirement, click here
for further information. Within six (6) months of employment or assignment must train, functionally test and affirm the proficiency of terminal operations to assure compliance with Federal Bureau of Investigation (FBI), CJIS policy and regulations – retest every two (2) years. Must possess, or have the ability to obtain by the time of hire, a valid Arizona driver's license. Training with the exception of Arizona driver's license to be provided on-the-job: FEMA NIMS – IS100 and 700; OSHA training; ADP payroll training; PREA training. Prior to hiring, the Sheriff's Office requires that all candidates pass a polygraph examination and an extensive background review.
Knowledge, skills, and abilities:
General office practices and procedures. Microsoft Office Suite applications.
Operating standard office equipment. Communicating verbally and in written format as appropriate for the needs of the audience.
Exercise sound judgment and supply accurate information from files and records. Establish and maintain effective working relationships. Type a minimum of 35 words per minute.
Preferred education and/or experience:
Two (2) years of responsible full time legal, court, or justice system support related experience; law enforcement, legal or court records experience; acceptance and/or processing of court documents experience.
Work occurs primarily in an indoor office environment. Tasks require manual dexterity of hands and body to operate office equipment as well as managing frequent interruptions, time pressures, and high work volumes. Job includes team-oriented activities and interaction with all levels of County management and personnel as well as the public. Responsibilities require concentration, accuracy, ethical conduct and a professional demeanor.
The following environments described are only representative of how the essential job tasks are currently performed or envisioned. As such, in order to accommodate a disability or limitation, the essential job tasks may be performed in ways other than described on these pages.
Indoors Rarely outdoors or in temperatures above 90 degrees or below 40 degrees Frequently in confined areas Conditions may frequently include high noise levels and/or bright lighting Exposure rarely to chemicals/fumes, smoke/dust, and/or wet/damp areas Conditions may occasionally include stairs or ladders, unprotected heights, and/or dim lighting
Sitting, standing walking Driving a vehicle Speaking, hearing, seeing, reading Bending, kneeling, reaching twisting Crouching, balancing Lifting floor to waist twenty (20) pounds Lifting waist to shoulder of twenty (20) pounds Lifting shoulder to overhead of twenty (20) pounds Carrying a weight of twenty (20) pounds for a distance of 10 feet Pushing/pulling a weight of twenty (20) pounds for a distance of 10 feet
Frequent interruptions and time pressures Handling high volumes of work Handling multiple or complicated tasks, frequently changing tasks, and/or unscheduled tasks Accuracy and attention to detail Concentration / vigilance Decision making with guidance Working in a team environment and frequently in close proximity with others Often working in isolation Frequent public contact May occasionally require overtime/rotating shifts Conditions may rarely include emergencies, traumatic subject matter, and/or dangerous environment
Essential Job Tasks
Processes and delivers documents from Superior Court and other courts or jurisdictions having judicial action with Maricopa County. Documents include subpoenas, warrants, summons, scofflaws, orders of protection, child custody orders, orders of garnishment and mental health and/or communicable disease orders of commitment.
Coordinates the process of writs and levies within specified timelines for seizure or distribution of property or other assets. Executes directives ordered by Superior Court, other courts, outstanding warrants, or from information provided to the Sheriff's Office Telephone Tip Line regarding parental custody or child support warrants. Determines jurisdiction, correct authority, and lawfulness of all incoming documents. Ensures documents are correct in format and face and have the statutory required bonds or fees by examining the documents and/or communicating with the public, attorney, and judges. Performs data entry and docketing of all documents, receives and verifies, time stamps, enters all legal documents, and processes for service. Assigns and distributes paperwork to deputies for immediate service. Enters disposition of returned documents into internal database along with certificates of service, and returns to the respective jurisdiction in required format. Calculates fees and/or costs associated with the deputy's service. Creates journal entries regarding status, prepares and sends affidavits of service, and prepares billings or bonds. Collects delinquent personal property taxes through seizure and sale per Arizona Revised Statute. Provides customer service via telephone and in person to assist taxpayers, the public and attorneys at the counter, answering inquiries and providing information. Operates cash register for receipt of payments, enters deposits, writes receipts, and calculates service fees. Prepares refund checks for funds left on account after service fees are deducted. Determines sales dates, calculates amount of judgment, prepares and posts or mails notification. Files legal documents with Clerk of Superior Court. Attends real estate auctions, tracks all bids made at sales, calculates MCSO costs, and calculates redemption amounts. Prepares and distributes proper documentation and funds from sales to the proper judgment creditors, attorneys, purchasers, agencies, and advertising companies. Prepares letters of explanation to taxpayers related to the status of their tax bills. Prepares documentation for deputies to initiate collection on delinquent tax bills, and assists deputies in determining if collection is feasible and seizure is warranted. Conducts applicant background checks for Class III firearms and/or pawnbroker license applications, utilizing background searches and investigative tools to decipher information obtained, and determines eligibility. Maintains Pawnshop License records, processes applications, issues licenses, verifies compliance with statutory requirements, and maintains detailed records of pawn license suspensions, and issues renewal license packets and background checks. Processes personal criminal subpoenas and criminal subpoenas of the Grand Jury and Early Disposition including data entry for deputy service, prepares subpoenas for mail service, and enters service returns. Interfaces with local, county, state and federal law enforcement agencies throughout the United States. Communicates and interacts with attorneys regarding criminal subpoena service. Sorts and returns all served criminal subpoenas. Assists in training new employees. Enters information from pawn transaction reports (tickets) into County pawn database searching for warrants, stolen property, and suspects, disseminates information received on stolen property and suspects, and routes to supervisor/detectives or other law enforcement agencies. Be present at work site to perform tasks as scheduled and/or assigned by supervisor.
The hiring authority will select the successful candidate based on departmental needs.
All offers of employment made to new hires and rehires at Maricopa County are contingent upon successful completion of a post-offer, pre-employment thorough background investigation. A background investigation is conducted on a current employee who changes to a Safety Sensitive Position or one having the potential for serious adverse impact on the integrity or efficiency of the County. These requirements do not pertain to employees of elected officials who undergo background investigation processes administered through their respective offices.
Typically successful candidates are hired at a salary rate, up to midpoint of the range, based on applicable experience, internal equity and budgetary allowances.
Maricopa County offers a Total Compensation Package that includes competitive salaries
and a comprehensive, affordable benefits package
. High value is placed on employee well-being and meeting the needs of our employees and their families. Our benefits package is comprised of traditional benefits like medical, prescription, dental, vision, and other health benefits. Employees are supported by various wellness programs including classes, coaching, and fitness center opportunities. Our generous benefit options are some of the best in Arizona and just one of the unique advantages of working for Maricopa County. Below is a representative listing of typical benefits received by most full-time employees.
Holidays and Leave
Maricopa County observes ten paid holidays per year. Most County employees accrue vacation (starting at three weeks per year for full-time employees) and sick leave (starting at one hour for every 30 hours worked for all employees). Employees also receive paid leave for other needs such as jury duty, civic duty, and bereavement.
Medical, Prescription, Behavioral Health, Dental, Vision, and Flexible Spending Accounts
We understand how important health care is to maintaining a good quality of life. We also know our employees want to have the freedom to choose benefit plans to best meet their needs. Eligible employees may choose from four medical plan options, an HMO, PPO, and two HDHP (High Deductible Health Plans) with a health savings account. When employees enroll in medical coverage, they are automatically enrolled in prescription and behavioral health coverage as well. There are three dental plans from which to choose, two PPO plans and a pre-paid dental plan that functions like an HMO. As is the case with medical, the plans range in cost, flexibility, and network of providers. The vision plan provides employees and their covered dependents access to routine vision services and materials, including an annual eye exam. For those who wish to set aside pre-tax dollars to pay for eligible healthcare and dependent care expenses, the flexible spending accounts are suitable for that need.
Life and Disability Insurance
Because life sometimes takes unexpected turns, the County offers life insurance coverage to help employees and their loved ones in the event of death. Basic life and basic accidental death & dismemberment insurance equivalent to one times an employee's annual base salary is provided at no cost, with the option for employees to purchase additional coverage including spouse and child life insurance. Disability insurance is available to replace a portion of an employee's salary should they experience a short-term illness or injury.
Eligible employees are covered by one of several State-sponsored retirement pension plans, including the Arizona State Retirement System (ASRS) and the Public Safety Personnel Retirement System (PSPRS). Additionally, there's the option to contribute to a 457(b) Savings Plan that provides employees with a variety of investment opportunities. For those employees who retire from the County and from their retirement system, and have accrued 1,000 or more hours of sick leave, the County makes a $10,000 contribution to a Post-Employment Health Plan set up on their behalf to be used for payment of eligible out-of-pocket healthcare expenses.
Group Legal Plan
Maricopa County offers employees group discounts to purchase coverage for legal services such as adoptions, family matters, wills and trusts.
program promotes health and wellness for employees and their families by focusing on physical activity, good nutrition, self-care and stress management. Maricopa County offers eligible employees a wellness incentive for completing a health assessment, being tobacco-free, and integrating health and well-being activities into their lives. By meeting a set of criteria, employees and their families can get reimbursed for participating in a Weight Watchers Program. On-site fitness facilities and fitness classes are provided to employees at various locations around the County. Employees and their families also have the opportunity to receive a discounted fitness club membership at LA Fitness. Employees have access to smoking cessation programs and health-related classes on various topics including nutrition, exercise and stress management. Employees located downtown benefit from an onsite pharmacy and clinic. Every fall, flu vaccines are offered to employees at various County locations.
Employee Assistance Program (EAP)
When employees and their families are faced with personal issues, confidential, short-term counseling and referral services are available to them at no cost.
Maricopa County subscribes to a service association which provides employees with volume discounts for sporting events, entertainment, and many other services.
Commute Options Program (COP)
Maricopa County provides free Valley Metro passes for the bus and light rail systems for commuting to/from work; a vanpool subsidy is also provided. Employees can decrease stress, decrease wear and tear on their vehicle and help the environment all at the same time.
New Employee Orientation (NEO)
NEO provides new employees with information about Maricopa County such as: history, organizational structure, Merit Rules, County policies and procedures, County pay system and benefits and employee programs.
Rewarding Ideas/Employee Suggestions
Employees are provided with incentives to generate ideas for improvements that result in cost reduction through increased efficiency and productivity, improved processes and procedures and elimination of duplication and waste. Our employees' ideas could put money in their pocket!!
To promote Maricopa County's long term employee retention objectives, our employees are eligible to receive financial assistance to continue their education, help make them more productive, enhance their job performance, and equip them to pursue new opportunities within County government.
To learn more about the County's generous benefits, visit the Maricopa County Employee Benefits and Wellness
Prior to hire, background investigations are conducted on candidates for positions. All information contained in your online application MUST be accurate, including but not limited to criminal history, education details, and employment details. Incomplete or inaccurate information contained in your online application may delay the background investigation process, or result in your removal from employment consideration. Your resume is NOT a substitute for the information requested in the online application.
By checking this box, I confirm that I have reviewed all information provided in my online application and believe the information to be complete and accurate to the best of my knowledge.
Please identify your highest level of education COMPLETED. IMPORTANT: LIST ALL EDUCATION IN THE APPLICABLE SECTION OF THE APPLICATION. Please indicate type of diploma/degree, college major/minor, and name of institution. If you did not complete a degree program, include your high school diploma/GED information, as well as the number of college semester/quarter hours completed. NOTE: Failure to provide complete information will likely result in the disqualification of your application.
Technical school (non-Associate's degree)
High School diploma or GED
Less than a High School diploma or GED certificate
Please identify your years of experience performing office, administrative and clerical duties.
4 or more years
3 or more years but less than 4 years
2 or more years but less than 3 years
1 or more years but less than 2 years
Less than 1 year
Do you currently possess, or have the ability to obtain by the time of hire, a valid Arizona driver's license?
This position may require the ability to work in close proximity to inmates/sex offenders? Are you able to meet these requirements?
This position may require the ability to work a rotating shift, weekends, and holidays with the potential for rotating days off. Are you able to meet these requirements?
This position requires certification of typing ability at the time of application. Certificates obtained from typing sites available on the Internet are not acceptable for verification of typing speed.
I confirm I have uploaded the required typing test certificate demonstrating my ability to type 35 WPM.
A typing test certification from a government agency, an employment agency, a college, a vocational school, or a public school system must be attached to the online application. Please select which agency you obtained your typing certificate.
I confirm I have uploaded the required typing test certificate demonstrating my ability to type 35 WPM.
an employment agency
a vocational school
public school system
none of the above
This position requires applicants to successfully pass a TYPING test with a minimum of 35 words per minute. To assist County Human Resources in determining your testing history with us, please check the box next to the statement that best reflects/indicates your testing history with Maricopa County.
I have not taken a typing test with Maricopa County.
I have taken and passed a typing test with Maricopa County.at a minimum of 35 WPM
301 W Jefferson
Phoenix, Arizona, 85003
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Office of the Legal Defender - Maricopa County
Website : http://www.maricopa.gov/legaldefender/