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County of Alpine Adopted SUPPORT SERVICES COORDINATOR DEFINITION Under direction, to coordinate activities of the Sheriff’s Support Services Unit with those of other units; may supervise assigned personnel; to provide secretarial and clerical services to the office of the Sheriff; to perform civil process and dispatching duties; and to perform related duties as assigned. CLASS CHARACTERISTICS The Support Services Coordinator is a non-sworn staff classification responsible for records, civil processes, dispatching, bookings in a non-custodial setting, serving as a certified DNA collector, and providing routine licensing and permit services. The incumbent also acts as secretary to the Sheriff and sworn supervisory / management staff and may supervise non-sworn subordinate staff. EXAMPLES OF DUTIES – Duties may include, but are not limited to, the following: Plans, coordinates and provides records management, reception, communications, statistics, civil process and general office operations; may supervise non-sworn subordinate staff. Advises the Sheriff and Undersheriff and otherwise provides administrative assistance in the planning, organization and administration of office functions. Develops and implements policies and procedures for records management, communications and general office operations; ensures that unit activities are conducted in compliance with all applicable policies, procedures, laws and regulations. May supervise and evaluate the performance of assigned support staff; may implements disciplinary action as appropriate. Develops, coordinates and conducts training programs in dispatching, record-keeping, office procedures, forms processing, and the use of office equipment for non-sworn personnel of the Sheriff’s Department. Reviews and processes various legal documents, including but not limited to subpoenas, summonses, complaints, small claims forms, writs of execution, notices, orders, etc.; examines documents for form, sufficiency of information and conformance with legal requirements; ensures the timely service of legal documents and the proper collection and accounting of related fees. Acts as levying officer in the collection and disbursement of monies from wage garnishments. ---PAGE BREAK--- Support Services Coordinator Page 2 Processes applications for concealed weapons and explosives permits; issues dog licenses and campfire permits. Participates in the preparation and maintenance of law enforcement records and reports; serves as official custodian of records; establishes and maintains record retention schedules; may supervise non-sworn subordinate staff. Researches and compiles data for managerial decision-making and report preparation; composes correspondence and compiles reports independently from a variety of sources. Serves as the departmental terminal coordinator in the certification / validation of stolen property records. Performs dispatch duties as needed, including answering the 9-1-1 telephone line and operating radio equipment to dispatch law enforcement, medical and fire personnel as appropriate. May assist sworn officers in interactions with suspects or victims as appropriate; performs bookings of suspected criminal defendants in a non-custodial setting. Serves as the Department’s certified DNA collector. Assures Coroner records and files are accurately maintained; prepares documents such as death certificates, amendments and transportation permits. Ensures that the Department adheres to applicable rules and regulations pertaining to the use of CLETS/NCIC/NLETS Systems; operates CLETS terminal. Receives and responds to inquiries, complaints and requests for assistance from the public and County employees regarding department matters; provides explanation of department policies, procedures and regulations; refers inquiring parties to appropriate County representatives as necessary. Coordinates office activities with those of other units, County departments, outside agencies, attorneys, court personnel and the public as appropriate. Performs general administrative and clerical duties as required, including but not limited to maintaining calendars, scheduling appointments, making travel arrangements, attending meetings, preparing meeting minutes, typing reports and correspondence, proofreading reports prepared by department officers, ordering supplies, copying and filing documents, sending and receiving faxes, entering and retrieving computer data, answering the telephone, processing mail, etc. ---PAGE BREAK--- Support Services Coordinator Page 3 MINIMUM QUALIFICATIONS Knowledge of: Pertinent federal, state and county laws, codes, rules, regulations and standards affecting department operations and administration. Organization and functions of a county law enforcement agency. Basic principles of supervision, training and performance evaluation. Principles and practices of secretarial and administrative support. Basic principles and practices of accounting, budgeting and financial reporting. Business mathematics. English usage, spelling, grammar and punctuation. Modern office practices and technology. Principles and practices of law enforcement records management. The use of computers for word and data processing and records management. Basic principles and operating procedures of law enforcement communications systems. Ability to: Understand, interpret and apply pertinent federal, state and local laws, rules and regulations, and County / department policies and procedures. Analyze problems in areas of responsibility, evaluate alternatives and make sound recommendations in support of goals. Determine work priorities and effectively coordinate and schedule resources and/or staff to perform activities and projects within time limits. Perform basic accounting work using generally accepted government accounting principles and practices. Train, supervise and evaluate the performance of assigned staff. Perform duties using sound judgment with minimal supervision. ---PAGE BREAK--- Support Services Coordinator Page 4 Establish and maintain effective working relationships with those contacted in the course of the work. Meet the public in situations requiring diplomacy and tact. Collect, compile, organize and present financial and statistical information. Effectively manage complex record-keeping systems. Prepare concise written and oral administrative and fiscal reports and meeting minutes, using good grammar and writing skills. Understand the terminology, communication codes and procedures used in public safety dispatching. Use sound judgment in reacting quickly, effectively and calmly in emergency situations. Appraise situations and people accurately and quickly, and adopt an effective course of action. Communicate via radio and telephone in a clear and concise manner. Obtain accurate information when dealing with callers who are upset, afraid, injured, etc.; transmit accurate information; give accurate directions over the telephone. Learn the roads, major landmarks, geography and layout of the County; read and interpret road maps effectively. Operate basic office equipment safely. Type or word process at a speed necessary for the successful completion of duties. Use computers for word and data processing, and spreadsheet preparation. Perform required mathematical computations with accuracy. Education: High school diploma or GED equivalent supplemented by technical or college-level coursework in automated records and communications systems. Experience: Four years of progressively responsible dispatching, records management and secretarial / general clerical experience, preferably including some lead / supervisory responsibilities. ---PAGE BREAK--- Support Services Coordinator Page 5 Other Requirements: Possession of a valid California driver’s license. Possession of National Emergency Medical Dispatch and CPR certificates. Possession of an appropriate Civil Procedures Certificate. Must word process or type at a speed necessary to function in the classification. Must complete courses in firearms and arrest, dispatching, and civil procedures. Must qualify in firearms operations annually. TYPICAL PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires the ability to sit at desk for long periods of time and intermittently walk, stand, stoop, kneel, crouch and reach while performing office duties; lift and/or move objects weighing up to 15 pounds frequently and 40 pounds occasionally; use hands to finger, handle or feel objects, tools, or controls. Must be able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, and operating office equipment. Must be able to use a telephone to communicate verbally and a keyboard to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen. Tasks may involve extended periods of time at a keyboard or workstation.