CAMPBELL COUNTY
GILLETTE, WYOMING

RECORDS SUPERVISOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job and/or  department.

DEFINITION

To coordinate, manage and oversee the activities of the Record's area including Civil Process; supervise assigned staff; and maintain the Department's records in accordance with applicable state and federal guidelines and laws.

SUPERVISION RECEIVED AND EXERCISED

Exercise direct supervision over assigned staff.

Receive direction from the Undersheriff.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Important and essential duties may include, but are not limited to, the following:

1. Oversee and supervise and Record's area including Civil Process.
2. Select, train, motivate, and evaluate assigned personnel; establish and monitor work schedules to maintain adequate coverage; provide or coordinate staff training; work with employees to correct deficiencies; and implement discipline procedures. Assign tasks, projects, and monitor assigned personnel.
3. Develop and implement policies and procedures for records, warrants, and civil process.
4. Organize and maintain the flow of communication through the Record's area in an efficient and effective manner between officers, courts, County Attorney and the general public.
5. Develop annual goals and provide long-term planning for the Record's area.
6. Submit budget recommendations and monitor expenditures of the Record's area.
7. Gather, organize and process civil papers; enter papers into computer system and create service worksheets; create returns and collect appropriate fees; compile information and data for civil process reports; initiate and maintain civil process files and records.
8. Attend foreclosure sales, Sheriff's sales, and execution sales; prepare paperwork, participate in sale, collect appropriate fees; maintain files.
9. Maintain Sheriff's account; collect and deposit money and reconcile checking account; process accounts payable and receivable; prepare the annual Sheriff's account report.
10. Track towing and storage expenses; assist public with private sale.
11. Answer questions and provide information where judgment, knowledge and interpretation are utilized; research and gather information to provide accurate answers and information; respond to letters and general correspondence; notarize documents.
12. Resolve complaints in an efficient and timely manner; ensure follow-up to unanswered inquiries.
13. Provide assistance to the external auditors; assure accuracy of year end financial reports.
14. Transcribe incident reports from dictation.
15. Operate and train others with office equipment including copiers, live-scan, picturelink, pagelink, and microfiche machine.
16. Provide technical information and forms to staff and the public; explain department/county policies, procedures, services, and operations; analyze situations and make appropriate decisions involving independent judgment.
17. Adhere to safe work practices and procedures.
18. Attend and participate in staff meetings and related activities; attend workshops, conferences and classes to increase professional knowledge; serve on committees as assigned.

OTHER JOB RELATED DUTIES

Act as System Administrator during absence of Information Services Supervisor.

Act as training instructor for department's Spillman system/CPR/First Aid.

Perform related duties and responsibilities as assigned.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of:

• Principles of supervision, training and performance evaluation.
• Organization, policies and operating procedures of the Department.
• Pertinent Federal, State and local laws, codes and regulations.
• Principles and practices used in interacting with the public.
• Research techniques, methods and procedures.
• Principles and methods of training and instruction.
• Principles and practices of bookkeeping.
• Budget process and procedures.
• Principles and procedures of record keeping.
• Modern office procedures, methods and equipment.
• Practices used in transcribing reports.
• Proper compliance of the notarization process.
• Principles and practices of working safely.

Skill to:

• Operate modern office equipment.
• Transcribe reports.

Ability to:

• Analyze and evaluate operations and develop and implement corrective action to resolve problems.
• Select, supervise, train and evaluate staff; exercise disiplinary action when necessary.
• Prepare budget.
• Plan, organize and oversee assigned staff including monitoring work schedules and evaluating the work of subordinates.
• Develop clear and concise documentation and procedures.
• Interpret and apply pertinent Federal, State, and local laws, codes, and regulations.
• Read, understand, and interpret legal and non-legal documents from a variety of sources.
• Prepare and maintain accurate and complete records.
• Count, compute, and understand monetary intake and release in cash, check, or money order.
• Respond to requests and inquiries from staff and the general public.
• Make arrangements for a coordinate forcible eviction procedures.
• Apply advanced bookkeeping practices.
• Communicate clearly and concisely, both orally and written.
• Meet bonding requirements to serve as a Notary Public.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to  obtain the knowledge, skills, and abilities would be:

Experience:

• Five to six years of experience in related office and legal assistance plus supervisory experience.

Education/Training:

• Equivalent to Associate's degree in business management and/or specialized training including legal assistance and business management.

LICENSE, CERTIFICATE OR REGISTRATIONS:
Must be current or obtained within a specified time frame as defined upon employment.

• Notary Public

WORKING CONDITIONS:
Essential duties require the following:

Working Environment:

• Standard office setting. Minimal exposure to undesirable working conditions or exposure.

Physical Activities:

• Essential functions require maintaining physical condition necessary for minimal physical activity such as sitting, standing, walking, kneeling, crouching, stooping, squatting, crawling, twisting, climbing, and lifting an average of 20 lbs.