Sheriff's Support Specialist II - Sheriff's Office
The Clark County Sheriff’s Office is recruiting for Sheriff’s Support positions. The Sheriff's Office Support Branch provides a full range of high-level services to the agency and community. These duties include law enforcement records management, public records request completion, civil processes, property/evidence management and food service coordination for jail facilities.
The Sheriff’s Office welcomes people of color and members of the LGBTQ+ communities to enhance its work force and to better reflect the diversity of the community.
This is a continuous recruitment. Applications will be collected on an ongoing basis.
Support Specialists in the Sheriff’s Office are governed by State Civil Service laws, which require specific recruitment and testing procedures. This recruitment will be used to create a one-year eligibility list to fill current and future positions within the Sheriff’s Office. The Sheriff’s Office operates on a 24-hour, 7-days a week basis. Assignments and scheduling are based on a seniority bidding process.
Most new Support Specialist II's begin employment in the Sheriff’s Office Criminal Records Division and are required to work off-hour shifts of grave or swing as well as most holidays and weekends.
The different divisions include but are not limited to: Criminal Records (maintains criminal incident reports); Jail Records (maintains inmate records); Warrants (maintains, identifies and verifies misdemeanor and felony warrants). Additionally Support Specialists are assigned to Reception (primarily processing Concealed Pistol Permits); Public Disclosure; the Civil Unit and Outreach/Precinct Support. The Support Specialist II performs the full range of administrative support functions including heavy public contact via phones and in person which is typically a major function of these positions. Duties typically include word processing, data entry, basic math calculations, processing forms and other paperwork, and filing. This is the journey or full working level in the Sheriff’s Support Specialist series and requires experience in an administrative support role.
The Criminal Records Division consists of line staff that provides law enforcement support 24 hours per day, 365 days per year. They receive and process an average of 1,292 new officer reports each month for the Sheriff's Office. Staff in this unit respond to 11,900 phone calls per month, provide coverage to the warrants unit during nights and weekends and input reports into a regional report writing database. Criminal Records receives processes and enters into the state and national teletype system a monthly average of 419 court orders (Protection Orders) generated primarily from domestic violence incidents.
These positions are represented by the Sheriff’s Office Support Guild.
Please see the Civil Service Process website for additional insight into Sheriff's Office qualifications. (https://www.clark.wa.gov/human-resources/civil-service-process)
Two years of clerical or administrative support experience. Successful completion of post-secondary education or training in office principles and practices can be substituted for the minimum experience (45 credit hours for each year).
The ideal candidates will have the following capabilities and experience:
- Be available to work all shifts (days/swing/graveyard), as well as most weekends and holidays.
- Proficiency with MS Word, Outlook and Excel, plus have significant exposure to other applications including spreadsheet and database management systems.
- Ability to work in a fast-paced environment with a variety of changing daily and weekly tasks, requiring the ability to hand off work to coworkers during shift changes.
- Strong oral/written communications and interpersonal skills.
- Ability to maintain and create effective working relationships in a high stress environment.
All combinations of education, experience, and training that demonstrate the ability to perform the work will be considered.
Knowledge of: general office practices, procedures, and technologies; business correspondence techniques and formats including spelling, punctuation, and grammar; basic bookkeeping; and standards for effective communication and interpersonal relations.
Ability to: utilize computers and other standard office equipment; develop and maintain effective working relationships; communicate effectively with callers, visitors, customers, and the general public; produce timely and quality documents, forms, and reports; use various computer software applications with a high degree of proficiency.
Clark County Washington is a growing and diverse community. The Sheriff's Office values our community’s diversity and seeks ways to promote equity and inclusion within the organization and with the public. Applications from candidates with knowledge, ability and experience working with a broad range of individuals and communities with diverse racial, ethnic and socio-economic backgrounds are highly encouraged.
This is a continuous recruitment. Applications will be collected on an ongoing basis.
Application Review: Incomplete applications will not pass the review; attaching a resume or referring to a resume does not substitute for a completed application. Candidates will be evaluated based on the content of their applications and those deemed most qualified will be invited to participate in the remainder of the selection process.
Skills Testing: (Pass/Fail based on 70%) - A combination of computer skills testing and a general knowledge exam may be required. Minimum passing score of 70% is required. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Eligibility List: All candidates who successfully pass the skills testing process (70% or better) will be placed onto the Clark County Civil Service eligibility list for the Sheriff’s Office Specialist II position. The Civil Service Commission will review and certify the list to be in effect for one year from the date of list certification.
Background Investigation *: Involves a comprehensive investigation based on information provided by finalist’s personal history statements (from high school years forward).
Final Interview aka Rule of Five: As positions become available the top five candidates from the eligibility list will be invited to participate in the Sheriff’s final selection interview. (Note: All offers of employment are contingent on successfully passing a comprehensive background check, a drug test and a polygraph exam).
Post Offer Process: Selected candidates will be given a polygraph exam, and be drug tested.
*The Background Standards for public safety positions in the Clark County Sheriff’s Office (CCSO) reflect the very high standards demanded of candidates for public safety job classifications and safety sensitive positions within county service. They are designed to identify the kinds of behaviors which are required of public safety officers serving the citizens of Clark County.
Each candidate's past choices, judgments, and behaviors will be compared to these demanding standards. Candidates who fall short of demonstrating consistently sound decision making, maturity, and responsible past behaviors in each of these areas will not be further considered for employment in these critical positions. Each Standard represents an area that is essential for success in public safety employment.
CCSO identifies and selects only those individuals with the highest chance of success in their training and in continuing employment in these critical positions. Candidates are asked to critically assess their own background in light of these Standards before beginning the examination process.
In accordance with the Revised Code of Washington (RCW 41.04.010), employment preference is given to veterans as defined by (RCW 41.04.07) who have received an honorable discharge or received a discharge for medical reasons with an honorable record.
Qualifying candidates will receive 10% added to their final (combined written and oral board exam) scores unless they are receiving military retirement. If qualifying candidates are receiving military retirement, 5% will be added to their overall final score. Veteran’s working for a city or county - who are called into active service for at least one or more years, may receive 5% to first promotional examinations only.
*NOTE: Veterans preference applies to all Clark County Sheriff’s civil service entry-level positions. Please provide a DD214.
Examples of Duties
(Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class)
- Types a variety of routine material in final form from written matter or voice recordings and insures correct grammar, spelling, punctuation and capitalization in the material typed.
- Takes dictation by use of voice recording machine. May also take dictation by shorthand method at a low to intermediate speed (80-120 WPM). Transcription is typically typed in draft form for editing, then typed in final form.
- Organizes and maintains subject matter files and personnel records and retrieves information, files, documents and records as needed. Assures that records disposition schedules are adhered to and that files are kept orderly and current.
- Originates procedural correspondence such as letters of transmittal, routine notices, and responses to requests for information which are readily available by reference to office records.
- Processes requisitions, vouchers, and cost bills received through departmental business transactions; places orders and form requisitions and validates payments received.
- Maintains simple bookkeeping, financial and statistical records where no technical accounting knowledge is required.
- May greet visitors and direct them to the proper person or section; responds to routine inquires by phone or person-to-person; fulfills requests for publications or office supplies; makes necessary arrangement for travel and prepares travel vouchers for staff.
- Receives, receipts and calculates various payments, fees and fines; makes proper distribution and manually records entries or codes incoming material for automated data entry or further clerical processing.
- Takes minutes at meetings; performs follow-up clerical procedures between meetings and groups.
- Operates standard office equipment. May also operate 2-way radio and other specialized communications equipment.
- Performs counter work; receives and processes a variety of forms and applications, i.e., determines regulatory or procedural compliance; computes or verifies data, fees or payments; assists in the completion of forms or documents; and researches governing directives to answer questions and resolve routine problems encountered. May also provide information and explain departmental procedures in response to questions raised by the public served. Issues documents such as licenses, permits, registrations and receipts.
- Assists in specially assigned or periodic data searches to develop or recover information from standard and non-standard sources. Assists in the compliance and evaluation of such data to meet defined objectives.
- Operates computer terminal, teletype, printer or word processing equipment using a variety of source documents and formats. Codes, verifies and proofreads input data printouts.
- Orders, maintains and distributes stocks, supplies and inventories. Conducts related price surveys when required.
- Coordinates and organizes meetings, activities and functions. Sets up rooms and equipment when required.
Typical tasks/responsibilities of positions assigned to Reception (Jail), Criminal Records, Jail Records, or the Civil Division
- Enters, updates, and/or deletes data on local, state and national computerized records as appropriate to provide and maintain accurate case files, records, and logs of police information such as: stolen/recovered/impounded properties, missing or wanted persons, weapon purchases and permits, restraining orders, warrant logs, booking/arrest/release data, dispositions of court actions, and driving records.
- Provides background checks and other requested information to officers and authorized agencies, assessing local, state and federal computerized record systems.
- Assists the public by issuing concealed weapons permits, corrections records, personnel files, correspondence, etc.
- Sends, originates, receives and routes teletype messages for the Sheriff’s Office.
- May assist with coordination of arrangement for prisoner transports into the County.
- Performs related duties as required.
Work Environment and Physical Demands
Work is performed primarily in an office setting. Some walking, bending and carrying light items is required. In some positions the incumbent may be spending a major part of the work day exchanging information over a counter. Such duty may require prolonged periods of standing. Incumbent experience highly stressful situations in the process of resolving problems on an immediate nature, i.e., facing irate citizens dissatisfied with information received, action taken or to be taken by a division or department, or denial of service for cause. Operating a motor vehicle may also be required.
Leslie Harrington Smith
All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.
For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/
If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at (564) 397-2456; Relay (800) 833-6388.