Policy Text
1/09 (rev. 08/03)
CIVIL DIVISION – REC ORDS SPECIALIST I & II
The purpose of this Operations Or der is to outline the duties a nd responsibilities of the
Sheriff’s Civil Division Records Specialist.
I. General
In addition to the duties associ ated with the job classificati on, Civil Division `
Records Specialists are responsib le for the specific duties de scribed below.
Although all of the division’s Records Specialists are respons ible for these duties,
as a matter of routine, specific duties will be assigned to sp ecific desks within the
division. These specific duties are outlined below.
II. Chain of Command
The Civil Division Records Specialists report directly to the Records Supervisor
for personnel functions. A Recor ds Specialist II may be appoin ted to function as
a lead worker to provide general direction, organization and p roblem solving.
III. Front Counter
The front counter, in addition to a ssisting with the clerical functions of the
division, is routinely responsible for the following:
Waits on customers at the front counter
“time stamps” all incoming documents
Accepts and posts monies paid on levies when paid in person
Receives bail money and assigns court dates for Civil Bench Wa rrants
Completes release and st ay letters for levies
IV. Mail Desk
The mail desk, in addition to assi sting with the clerical func tions of the division, is
routinely responsible for the following:
Processes incoming mail
“Time stamps” all incoming documents
V. Cashier Desk
The cashier desk, in addition to assisting with the clerical f unctions of the
division, is routinely responsible for the following:
Cashiers new cases
Enters new eviction cases in to the Civil Automated System
1/09 (rev. 08/03) CIVIL DIVISION – REC ORDS SPECIALIST I & II
VI. Entering Desk
The entering desk, in addition to assisting with the clerical functions of the
division, is routinely responsible for the following:
Enters new cases in to the Civil Automated System
Prints and assembles all serv ice documents for assignment to t he field
section
VII. Proof of Service Desk
The proof of service desk, in addition to assisting with cleri cal function of the
division, is routinely responsible for the following:
Posts and prints service info rmation to the Civil Automated Sy stem
Processes incoming Civil Bench Warrants
VIII. Assembly Desk
The assembly desk, in addition to assisting with the clerical functions of the
division, is routinely responsible for the following:
Mails writ returns and proofs o f service to the appropriate co urt, attorney
or person
Mails disbursement checks
Posts 3
rd party and bank levies
Processes memorandums of garni shee and mails them to plaintiff s
IX. EWO Desk
The Earnings Withholding Order desk, in addition to assisting with clerical
functions of the division, is r outinely responsible for the fo llowing:
Processes and mails the Earnin gs Withholding Orders (EWO)
Prints and mails receipts
Posts EWO’s
Processes incoming faxes
X. Technical Knowledge
In addition to the above duties t he Civil Division Records Spe cialists must be
proficient in the Civil Au tomated System (Sirron).