Job Description

Posting number: 2026-00188

Department: Sheriff-Coroner

Division: Sheriff's Administration

Job classification: Public Safety Records Specialist

Posting type: Open

Categories: Clerical & Data Entry, Corrections

Summary

Under direction, performs a variety of responsible and complex clerical tasks associated with the preparation,

processing, and maintenance of various legal documents in the Sheriff’s Office; maintains financial records on

all receipts and disbursements; performs collections work; performs a variety of specialized clerical work in

the maintenance and updating of criminal history files and records; and performs related work as required.

Supervision Exercised

May exercise technical and functional (lead) supervision over assigned clerical staff.

Examples of duties

• Stays current with knowledge related to public safety by attending professional conferences and in-service education programs, as well as by reviewing information obtained from Department memoranda, staff meetings and professional publications to attain and maintain public safety-related knowledge and skills and determine the impact of developments and change on providing service excellence.
• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the county.

When assigned to the Civil Division

• Receives, reviews, processes, and maintains various civil documents, such as summons, subpoenas, notices, orders, citations, and civil writs of attachment, execution, restitution, possession, claim and delivery; maintains accurate and complete records for receipts and disbursements of civil process moneys and other funds deposited to the Sheriff’s trust account by posting, checking, balancing, and adjusting accounts and keeping subsidiary ledgers.
• Acts as a receptionist by screening telephone calls and taking messages; assists the public in person or by telephone; provides informational assistance to the public; explains to and assists the public and other County staff in particular departmental policies/procedures associated with the functions of the Civil Division; explains applicable laws to employers, financial institutions and others pertaining to the collection of money under court orders; explains applicable laws to employees regarding remedies for money attached under court orders; prepares wage and bank garnishments; initiates and maintains a variety of paper and electronic files, records and reports; computes fees and interest.

When assigned to the Jail Division:

• Identifies, prepares, maintains, and updates criminal history records; receives, processes, and files Court Minute Orders, records, files, and information; types and proofreads a variety of information cards, forms, and documents including fingerprint cards and correspondence; disseminates bail information and accepts bail-bonds; maintains calendar for court ordered self-commits; corrects booking errors; processes and identifies mug shots; operates applicable computer systems including C.L.E.T.S. to send administrative messages and retrieve information regarding warrants, raps, DMV, and extraditions; processes and disseminates citations and FTA's to Madera County courts and outside county courts; processes booking information and files; prepares files pending transport to/from the statewide prison system and county jails; makes necessary arrangements and preparations for pickups on interstate extraditions; releases County parolees; identifies releases including cites, court orders, and time serves; identifies and interprets sentences and advises Jail Services Operation and Transport; provides identification and notification to INS/U.S. Border Patrol, State Parole and California Department of Corrections, and County Probation;
• Processes extraditions to demanding states; responds to inquiries and requests for information/records over the phone and in person; work with Federal, State, and local law enforcement agents; maintains security of criminal history information; releases information within Federal, State, and local laws, codes, and regulations including State Penal Code regulations; identifies, clarifies, and resolves court order discrepancies; assists Watch Commanders in disseminating criminal history information, interpreting Court Minute Orders, interpreting State Statute Codes, and performing booking procedures; contacts arresting agencies for clarification of legally correct Statutes codes; advises County Probation Officers in interpreting criminal history records for time credits; compares fingerprints for ID, clarity, and for classifiable usage by the Department of Justice and FBI; identifies multiple files through print cards, photos, and rap sheets; identifies aliases and updates the computer system; updates UCR/Statute Codes into DOC booking system; contacts courts for warrants checks; purges photos and criminal history records in accordance with State Statute regulations; uses a computer to maintain and update records and produce documents, forms, and correspondence including merging information and files and retrieving information from a variety of systems and applications.

Other Related Duties

• May be assigned disaster service worker responsibilities as directed.
• Performs related duties and responsibilities as assigned.

Related Expectations

The Madera County Sheriff's Office is centered on the philosophy of Problem Oriented Policing. Employees are expected to provide high-quality service to the public. As with all employees, Public Safety Records Specialists are expected to make non-enforcement contacts with the public to identify the needs of the community more clearly, and to assist the public in solving community problems.

Qualifications

Knowledge of:

• Policies and procedures of the Madera County Sheriff-s Office in relation to the functions of the Civil and Jail Division.
• California State Sheriff's Association procedural manual Code of Civil Procedures and Civil Codes.
• State laws governing the processing, service, and return of civil papers.
• Pertinent laws, codes, statutes, regulations, rules, policies, and procedures regarding the service of execution of documents related to the functions and business of the Civil and Jail Division.
• Legal terminology applicable to the civil process.
• Appropriate procedures for accepting and serving civil process, including the attachment and sale of property.
• Legal provisions governing the control and disbursement of funds.
• General methods and practices of bookkeeping and financial and statistical recordkeeping.
• Basic accounting principles and practices, including mathematical calculations.
• Laws, codes, regulations, and legal procedures as they pertain to collection of delinquent accounts.
• Operations, functions, services, and activities of a local law enforcement agency.
• Safe driving principles and practices.
• Safety policies and safe work practices applicable to the work being performed.
• Local geography, County streets, public buildings, and businesses.
• Principles and practices of sound business communication including proper English usage, grammar, spelling and punctuation.
• Basic principles and practices of organizational improvement and culture change.
• Record keeping and report preparations techniques to ensure department compliance.
• Standard office practices and procedures, and the operations of standard office equipment.

Skill to:

• Use sound judgment and make appropriate decisions in stressful situations and analyze and adapt to new situations quickly.
• Operate modern office equipment including computer equipment.
• Operate a motor vehicle safely.

Ability to:

• Prepare and maintain accurate records.
• Perform a variety of complex legal clerical and processing tasks.
• Examine documents for completeness, sufficiency, and conformity.
• Learn to operate the C.L.E.T.S. computer system.
• Draft effective and concise correspondence necessary to carry out the functions of the Civil and Jail Division.
• Stay current with changes in laws and procedures affecting work.
• Analyze data, interpret directions, procedures, and regulations, and develop appropriate responses.
• Perform technical level research as it relates to the civil process.
• Work independently without close supervision in standard work situations.
• Maintain confidential information in accordance with legal standards and/or county regulations.
• Promote good community relations and build community confidence in the Sheriff-s Office.
• Communicate tactfully, respectfully, and effectively with board members, administrators, staff, and the public, both orally and in writing, in a manner consistent with the department's policing and customer service policies.
• Represent the County effectively in dealings with other law enforcement agencies, community and business organizations, the media, and the public.
• Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
• Develop and maintain an inclusive work environment that fosters diversity, respect, and engagement.
• Act quickly and calmly in emergencies.
• Learn, interpret, apply, and explain the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Meet all pre-employment as well as ongoing requirements pursuant to federal, state, and local legislation.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
• Effectively communicate with individuals for whom English is not a primary language.
• Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
• Operate a computer and use standard business software.

Training and Experience

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:

Education and Training

• High School diploma or GED.

Experience

• Three (3) years of clerical, administrative or recordkeeping experience, which includes at least one (1) year of experience working for a law enforcement agency or in a legal secretarial/clerical capacity.

Licenses, Certificates and Special Conditions

• Possession of, or ability to obtain, a valid California driver's license and the ability to maintain insurability under the County's vehicle insurance program.
• If assigned to the Civil Division, prior to the completion of the 12-month probationary period, incumbents must possess and maintain the Civil Procedures Basic Course Certification designated by the Commission on Peace Officer Standards and Training (POST).
• Successful completion of a comprehensive background investigation is required, including a review of employment history, criminal conviction record, psychological examination, credit history, use of intoxicants and/or other controlled substances.

Physical and Psychological Demands

The physical and psychological demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

?Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various County and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.?

Psychological Demands

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with County managers, staff, the public and others encountered in the course of work.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Employees work primarily under typical office conditions and as needed in an outdoor environment with exposure to noise and outside weather conditions. Work involves potentially dangerous situations and exposure to disturbing or traumatic events. Work involves situations where an employee may encounter persons who may become physically violent or combative.The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work extended hours.

Supplemental information

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training and experience relative to the required knowledge and abilities for the position. Applicants must submit answers that are as complete as possible.

Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the examination process which may be administered by a written examination, oral interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for the assessment listed below. Passing score is 70% out of 100%.

THE ASSESSMENT (100%) IS TENTATIVELY SCHEDULED FOR THURSDAY, OCTOBER 29, 2026.

To move forward in the application process, you must complete an online application through our websitehttps://www.governmentjobs.com/careers/maderacountyca. All job postings are also included via the TDD phone at 559-675-8970 and the 24-hour job line at 559-675-7697. Please attach a copy of your unofficial transcripts (indicating when degree was awarded), licenses and certificates to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.

Those applicants claiming veteran's preference must submit a copy of their DD-214 form along with the application. Candidates who attain ranking on an eligible list and are involuntarily called to active duty may be considered for eligibility reinstatement upon their return.

Placement on Eligible List:

The Civil Service Commission may limit the number of qualified applicants eligible to participate in the examination process. If two or more candidates have the same total final score on an examination, they shall be ranked in order of their scores in that portion of the examination which has the greatest weight. The names of two or more eligibles having final ratings which are identical shall be grouped on the eligible list as tie names with equal rank for certification and appointment purposes.

Candidates who are successful in all phases of the examination process will be placed on an eligible list, in rank order based on a calculation of their total score from the examination process. The eligible list established by this recruitment will be active for a minimum of six (6) months or one (1) year, unless otherwise determined by the Director pursuant to section 6-4 (b) and may be extended for up to an additional year by the Commission.