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Public Safety Administrative Technician - Civil

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Public Safety Administrative Technician - Civil

Salary

$24.71 - $33.67 Hourly

Location

Stillwater, MN

Job Type

Full Time

Job Number

25-00116

Department

Sheriff Office

Division

Operations Support Division

Opening Date

07/29/2025

Closing Date

8/8/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

JOB SPECIFICS

The Washington County Sheriff's Office is hiring a Public Safety Administrative Technician for our Civil Process/Warrants Unit. Responsibilities will include:

+ Responsible for the preparation of service, calculation, collection and receipt of appropriate fees, record legal papers with various local, state and federal entities. Ensure accuracy and maintenance of all Sheriff’s Office Civil Records Management files.

+ Responsible for writs and levies, calculate and collect funds, ensure money is held in trust and agency accounts until writ or levy is satisfied, calculate final fees and distribute funds.

+ Research and verify mortgage and foreclosure documents; work with financial institutions and attorneys to assure documents are correct, notices of property sales are posted using the designated media tools, prepare certificates of redemptions and ensure redemption periods are in compliance with MN State Statutes, serve legal documents upon persons, calculate fees, collect fees, create invoices and issue refunds to appropriate parties.

+ Process all incoming warrants issued by District Court; verify identification and information using MNJIS (Minnesota Justice Information Services), MGA (Minnesota Government Access) court records and RMS (Records Management System); enter accurate warrant information in MNJIS and RMS systems and verify accuracy of completed warrant.

+ Respond to inquiries and monitor warrants data and messages from the public and local, state, and federal criminal justice agencies; maintain and coordinate accurate information on active warrant records.

+ Validation of warrants and protection orders; review monthly active warrant and protection orders lists received from BCA by confirming status in MGA court records and MNJIS; update records with additional information if available and cancel if necessary.

DESIRABLE EXPERIENCE:

+ Experience with civil process, warrant processing, legal documentation, or working with judicial/legal systems preferred

+ Strong written and verbal communication skills for interacting with legal professionals, law enforcement, financial institutions, and the general public

+ Professional demeanor and the ability to handle sensitive legal matters with discretion and accuracy

+ Ability to manage multiple tasks with frequent interruptions while maintaining high levels of accuracy and meeting strict deadlines

ANTICIPATED HIRING RANGE: $24.71 - $29.19 per hour, depending on qualifications and previous experience

HOURS / DAYS: This is a full-time position, Monday through Friday, working 8 hours per day, plus a 30-minute lunch. We offer a flexible start time—begin your day anytime between 7:30 AM and 8:30 AM. Our regular office hours are 8:00 AM to 4:30 PM.

SELECTION TECHNIQUE: Your training and experience will be rated based on the required application material submitted and the top-scoring candidates will be forwarded to the hiring department for further consideration.

E-Verify Participation: Washington County participates in the federal E-Verify program. This means that Washington County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Washington County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

E- Verify Participation Poster (https://web1.co.washington.mn.us/NeoGovNotices/HR/2024/E-Verify\_Participation\_Poster\_Eng\_Es.pdf)

Right to work Poster

JOB SUMMARY

The purpose of the Public Safety Administrative Technician position is to provide a complex variety of services including the application of specialized knowledge of the Sheriff’s Office and County policies/procedures, current laws and regulations regarding law enforcement, civil and jail records.

The position is responsible for ensuring timely and accurate reporting to Bureau of Criminal Apprehension (BCA), Federal Bureau of Investigation (FBI), National Incident-Based Reporting System (NIBRS), Courts, and other government entities. The position will assist with inquiries related to law enforcement, civil and jail records.

EMPLOYMENT CRITERIA

MINIMUM QUALIFICATIONS:

Must possess a high-school diploma and four (4) years’ experience in a criminal justice related clerical, support or administrative position.

OR

Associate Degree in Law Enforcement, Criminal Justice, or other relevant and two (2) years’ experience in a criminal justice related clerical, support, or administrative position, or equivalent.

Must obtain NIBRS (National Incident Based Reporting System), Criminal Justice Reporting System (CJRS) course completion certification, and Notary Public and e-Notary within one year of employment.

CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE:

Core Competencies (https://web1.co.washington.mn.us/NeoGovNotices/HR/CoreCompetenciesDefined2025.pdf) outline essential business and professional, supervisory and leadership and work traits necessary to perform this job.

• Promotes a culture of continuous quality improvement in the workplace; and

• Demonstrates knowledge of, or ability to learn, quality/continuous improvement.

• Builds effective work relationships

• Provides high-quality service.

• Understands county business

• Demonstrates knowledge of Sheriff’s Office and County principles, procedures, techniques, laws, rules, regulations, and equipment.

• Demonstrates knowledge of various computer databases and records management systems

• Promotes a culture of continuous quality improvement in the workplace;

• Demonstrates knowledge of continuous quality improvement; and

• Promotes the use of data and continuous quality improvement to drive the department's work and achieve results.

DUTIES & RESPONSIBILITIES

DUTIES AND RESPONSIBILITIES:

+ Function as a common entry point for inquiries to the Special Services and Jail Administration Units. Answer questions from local, county, state, and federal agencies, prosecutors, general public. Respond to a variety of complex questions and data requests from the public, insurance agents, armed forces representatives, attorneys, public safety partners, Department of Corrections, and other affected entities.

+ Provide data from Law Enforcement databases to authorized personnel following Data Practices Statutes. Identify, classify, and redact data based upon MN State Statutes relating to Public, Private and Confidential data. Maintain security and confidentiality of all records and follows state statutes pertaining to data privacy and HIPAA regulations. Consistently utilize appropriate security measures when handling confidential or sensitive materials

+ Input and ensure the accuracy of data in and through state and federal databases, relating to missing/stolen property, persons, and Domestic Abuse No Contact Orders, Orders for Protection and Harassment, and other court records; and identifying characteristics of offenders, suspects and other related persons.

+ Demonstrate comprehensive understanding of complex matters that should be handled at their level and matters that need to be elevated to supervisory staff or other divisions.

+ Maintain a culture that nurtures exceptional customer service to internal and external customers.

+ Develop and maintain advanced working knowledge of records management systems and criminal justice databases and recommend process improvements as appropriate.

+ Assist Public Safety Administrative Specialist Lead in conducting training of new employees, while fostering an environment, which facilitates the Exceeding Expectations (professional, responsive, leaders) philosophy of the County.

+ Provide general office duties and assistance with special projects as assigned.

+ Other duties as assigned.

Essential Functions 1-9.

UNIT SPECIFIC JOB DUTIES:

Jail Administration:

+ Maintain and process inmate valuable property, medications and any monetary funds of the inmate.

+ Responsible to initiate the release process of individuals. Verifying all requirements have been met and are accurate, verify the individual may be released to the public or to another agency. Contact agencies regarding transport. Responsible for the final release of offender.

+ Assist the warrants unit and the transport sergeant regarding individuals being held on a warrant or are ready for transport on a warrant. Gathering and maintaining information regarding warrants and extraditions for local and state warrants.

+ Responsible for e-filing warrants to court to ensure offender is processed correctly through the Judicial system. Cancelling warrants as appropriate to avoid false or duplicate arrests.

+ Work directly with Law Enforcement personnel, inmates, family members of inmates, attorneys of inmates.

+ Collect and maintain inmate records and documents regarding court, other law enforcement agencies, and other public safety partners; and collect money and issue receipts for services, and distributes funds from inmates and individuals to pay inmate debts, bail/fines, fees for Washington County and other agencies.

+ Create a daily deposit of bail/fines to be distributed to court administration.

Civil Process Unit:

+ Responsible for the preparation of service, calculation, collection and receipt of appropriate fees, record legal papers with various local, state and federal entities. Ensure accuracy and maintenance of all Sheriff’s Office Civil Records Management files.

+ Responsible for writs and levies, calculate and collect funds, ensure money is held in trust and agency accounts until writ or levy is satisfied, calculate final fees and distribute funds.

+ Research and verify mortgage and foreclosure documents; work with financial institutions and attorneys to assure documents are correct, notices of property sales are posted using the designated media tools, prepare certificates of redemptions and ensure redemption periods are in compliance with MN State Statutes, serve legal documents upon persons, calculate fees, collect fees, create invoices and issue refunds to appropriate parties.

Records Unit:

+ Processing of Permit to Carry and Permit to Purchase/Transfer Handgun applications, collection of fees, reviewing application for accuracy and completeness and required documentation, issuance of permits to applicant upon approval, and maintaining data based on state statute and department retention schedule. Assist in conducting background checks on criminal history, warrants, civil and court records, mental health and other applicable searches to determine eligibility in accordance with MN State Statutes and Federal Law. Keeps abreast of laws, rules, ordinances or statutes as it affects law enforcement activities and the permit to carry and/or permit to purchase laws; Acts as department liaison in the gun permit process, making regular contact with users and other public safety agencies.

+ Process law enforcement reports and citations, properly prioritize incident reports by determined degree of crime. Ensure data is correct and accurate in accordance with department regulations, state statutes, federal guidelines, and MN Data Practices Act. Ensure accurate submission of case files and citations to meet timelines set by state statute and departmental guidelines. Distribute law enforcement data to appropriate charging jurisdiction following state and local guidelines, to meet timelines set by state statute and department guidelines. Must utilize independent judgement to determine what, if any, additional data is required to complete process.

+ Audit and review law enforcement reports for correct grammar, spelling and completeness to ensure quality product. Utilize independent judgement and office procedures to determine if report or citation needs to be returned to deputy for follow-up or corrections.

+ Responsible for overall assignment and determination of CJRS (Criminal Justice Reporting System), NIBRS (National Incident Based Reporting System) and/or departmental crime reporting codes as it relates to the incident to comply with state, federal and department regulations. Ensure accurate and complete records through the state validation process.

+ Maintain digital evidence files to include retention assignments, case assignment, and user assignment; and disseminate digital evidence, such as body worn camera or squad video footage, in accordance with department regulations, state statutes, federal guidelines and MN Data Practices Act. Respond to official evidence requests from prosecutors and provide requested data in accordance with department regulations.

PHYSICAL DEMANDS:

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. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is required to sit approximately 80% of the regular workday.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will be exposed to office conditions.

The noise level in the work environment is usually moderately quiet.

This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.

Washington County offers a comprehensive benefit package (https://web1.co.washington.mn.us/NeoGovNotices/HR/2025/BenefitsGuideBook2025.pdf) including paid time off, holidays, medical, dental, vision, life and long-term disability insurance.

For a more detailed overview of our AFSCME exempt (salaried ) benefit package, click here (https://www.washingtoncountymn.gov/DocumentCenter/View/50324/AFSCME-Exempt-Benefit-Synopsis-PDF) .

For a more detailed overview of our AFSCME non-exempt (hourly) benefit package, click here (https://www.washingtoncountymn.gov/DocumentCenter/View/55122/AFSCME-Non-Exempt-Benefit-Synopsis-PDF) .

01

Which of the following minimum qualifications for this position do you possess:

+ I have completed a Two-Year Degree in Law Enforcement, Criminal Justice, or other relevant and two (2) years of experience in a criminal justice related clerical support, administrative position, or equivalent.

+ I have a high-school diploma and four (4) years experience in a criminal justice related clerical, support or administrative position.

+ I have an equivalent combination of education and work experience.

+ None of the above.

02

If you indicated meeting the minimums by having an equivalent combination of education and experience, please briefly describe the combination and explain why you feel it is equivalent. (If you answered "No" to the above question, enter "NA" in the text box.)

03

This position requires you to obtain NIBRS (National Incident Based Reporting System), Criminal Justice Reporting System (CJRS) course completion certification, and Notary Public and e-Notary within one year of employment as part of the minimum qualifications. Please indicate below that you understand these requirements.

+ Yes

+ No

04

Do you have experience with civil process, warrant processing, legal documentation, or working with judicial/legal systems?

+ Yes

+ No

05

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

06

Do you have strong written and verbal communication skills for interacting with legal professionals, law enforcement, financial institutions, and the general public?

+ Yes

+ No

07

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

08

Do you have a professional demeanor and the ability to handle sensitive legal matters with discretion and accuracy?

+ Yes

+ No

09

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

10

Do you have the ability to manage multiple tasks with frequent interruptions while maintaining high levels of accuracy and meeting strict deadlines?

+ Yes

+ No

11

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

Required Question

Employer

Washington County (MN)

Address

14949 62nd Street North Stillwater, Minnesota, 55082

Phone

651-430-6081

Website

https://www.washingtoncountymn.gov

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