Job Posting- Clerical Specialist I (Civil)- Penobscot County Sheriff's Office

Job Title:  Clerical Specialist I- Civil	Hours: Full Time, Monday-Friday
Department:  Sheriff’s Office	FLSA Status:  Non-exempt (hourly)
Pay Scale: $20.60-$23.72	Date: March 19, 2024

POSTING DATE:  March 19, 2024

CLOSING DATE: April 2, 2024 (close of business 4:30 p.m.)

HOW TO APPLY:  Submit application, resume and letter of interest to jsnow@penobscot-county.net or: 

                                                Penobscot County

                                                Attn:  Human Relations

                                                97 Hammond Street

                                                Bangor, ME  04401

Applications can be found at: https://www.penobscot-county.net/employment or the Administration Office located on the 1st floor of the County Administration Building, 97 Hammond Street, Bangor, or you may call (207) 942-8535 to request an application.

Job Summary: 

To provide clerical support to the Penobscot County Sheriff’s Office staff by answering telephone calls, performing data entry and filing under the supervision of the Administrative Assistant.  Work will require entering confines perimeters of the jail.

Essential Duties/Responsibilities:  

·         Receive civil process by mail or in person at the counter

·         Process incoming and ongoing civil paperwork by entering it into the civil database

·         Conduct searches and update records in SPILLMAN and other related databases

·         Enter information into civil process database and update as completed

·         Maintain files of completed civil paperwork

·         Document instructions on tracking sheet for the serving deputy

·         Answering phone calls from customers, attorney’s offices and the court

·         Attach attorney inquiries and aid in coordination with the serving deputy as needed

·         Send out invoices to customers who requested services

·         Accept fees and maintain accurate accounts receivable and disbursements

·         Prepare monthly financial reports, monthly statements, reports

·         Prepare payroll and mileage reimbursement for part-time civil process employees

·         Process incoming and outgoing mail daily

·         Provide reports of statistical data yearly, or as required by Sheriff

·         Typing computer skills

·         Ability to communicate effectively, verbally or written communications

·         Knowledge of civil process documents types and related rules for proper service

·         Ability to quickly assess available facts and make sound decisions

·         Ability to work without immediate supervision

·         Entering received reports in the database

·         Filing reports and answering phones

·         Typing/computer skill

Knowledge/Skills/Experience Required:

·         High School graduate or equivalent required.

·         Proficient with Microsoft Word/ Excel and maintains computer skills

·         Two years as a Secretarial Specialist preferred.

·         Knowledge of Spillman records Management System preferred

·         Knowledge of modern office methods, procedures, and equipment.

·         Some knowledge of principles and practices of office management and supervision.

·         Must be able to read, write, and comprehend the English Language, to include basic math functions.

·         Ability to understand, follows, and provides written and/or oral instructions.

·         Knowledge of the laws, rules, and regulations applicable to and enforced by the Sheriff’s Office.

·         Knowledge of the Penobscot County Sheriff’s Office polices and standard operating procedures.

·         Knowledge of general police methods.

·         Knowledge of supervisory skills.

·         Ability to understand questions and to give clear and satisfactory explanations.

·         Ability to work independently in the absence of specific instructions.

Physical Demands/Conditions/Requirements:

While performing the duties of this position, employee is regularly required to stand, sit, talk, hear and use hands and fingers to operate a computer and telephone keyboard. 

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Penobscot County provides equal opportunity to all qualified employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.