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Sheriff's Civil Specialist

Sheriff's Civil Specialist

Job ID: 107401

Location: Oregon City, Oregon

Full/Part Time: Full Time



Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

• Service
• Professionalism
• Integrity
• Respect
• Individual accountability
• Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring.
We encourage applicants of diverse backgrounds and lived experience to apply.


This Job Posting closes at 11:59 p.m. (Pacific Time) on April 8, 2024.


Annual Pay Range: $51,506.54 - $65,246.56

Hourly Pay Range: $24.762758 - $31.368538

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle.

Employee benefits become effective the first of the month following an employee's date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

Generous paid time off package, including:

• 11.7 hours of vacation accrual per month

• NEW! Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with! This means you have access to vacation time at time of hire.

• 8 hours of sick accrual per month
• 10 paid holidays and 2 personal days per year

Other Benefits:

• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):

• Employer-paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)
• OPSRP members get vested after five years of contributions or when they reach age 65

• Employer paid 4% Deferred Compensation
• Employer Paid 3.5% to Medical Trust
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)

This is a full time County position represented by the Peace Officers Association.


Clackamas County Sheriff's Office has an immediate opening for a Sheriff's Civil Specialist within the Civil Division. The Sheriff's Office Civil Division is responsible for processing, serving and enforcing court orders and a variety of other documents issued by the courts. This position performs a variety of complex administrative duties associated with the preparation, processing and maintenance of documents related to the civil legal service process.


This is not a sworn position, however it does require a complete Statement of Personal History (SPH).

Only those applicants selected will need to submit the SPH. The SPH is due 10 calendar days AFTER you have been notified. Applicants will receive instructions from the Department of Human Resources or the Sheriff's Office on how to login to the electronic SPH.

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of one (1) year of related experience that would provide the required knowledge and skills to perform the responsibilities of this position.
• Knowledge and experience with office procedures, practices and equipment, including computer operations.
• Experience providing customer service to a diverse group.
• Experience answering high volume phone calls as a regular part of your duties.
• Experience working in a fast paced, sometimes hectic, work atmosphere with ever changing priorities.
• Experience working independently and being able to manage priorities successfully.
• Must be detail oriented and have the ability to multi-task.
• Experience handling confidential, time sensitive information.
• Must pass a post-offer, pre-employment drug test.
• Must pass an extensive background investigation, including national fingerprint records check.

Preferred Special Qualifications/ Transferrable Skills:*

• Knowledge of law enforcement terminology.
• Experience working in a law enforcement or public safety environment.
• Experience generating and editing documents using Microsoft Word and Excel.
• Experience accessing and entering data into law enforcement databases such as LEDS, NCIC, CLASSWEB, Mark43 and/or CLASS.

Other Qualifications:

• Possession of Notary Public is required within six (6) months of employment.
• Possession of a Law Enforcement Data System (LEDS) Certification is required within thirty (30) days of employment.

*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.


Duties may include but are not limited to the following:

1. Receives, reviews, processes, maintains, enters and completes intake process for a variety of court/civil documents delivered to the Sheriff for action; examines legal documents for form, sufficiency of information, and conformance with legal requirements; interprets data from legal documents to identify how to process them and to confirm that they are appropriate for the Sheriff's Office action/ service; identifies parties to be noticed/served and location for service; determines appropriate fees; accurately enters appropriate and complete case information into database; locates and/or interprets information in a variety of state and federal law enforcement and motor vehicle records management systems; evaluates case information in terms of officer safety during service; documents officer safety information on service packet; confers with attorneys, plaintiffs, defendants, courts, County staff and others regarding legal procedures and required documents.

2. Identifies necessary corrections or insufficient information; explains to customers what is needed to correct documents so that they are acceptable for service; refers customers to appropriate County or other jurisdiction in which a criminal or civil case must heard/filed; writes letters/notices to appropriate parties if document is returned.

3. Verifies and enters service or attempt date(s), time(s) and location, parties served, and case closeouts; returns documents to appropriate parties and notarizes documents as required; clears and files documents, including original documents and associated supplemental information; researches and locates documents; retains and purges documents according to established procedures.

4. Cashiers and receipts fees/payments for civil processes; completes internal records and bank deposit summaries, and deposits monies at bank; balances transactions, receipts and cash drawer; assists with receipting and money handling at Sheriff's auctions/sales of foreclosed real property and seized personal property; occasionally accompanies CCSO Deputies to business locations to assist with the documentation and accounting of seized moneys being enforced/collected to pay the judgement debt.

5. Provides informational assistance to the public via in person, mail, email and telephone; explains and assists the public and other County staff regarding policies and procedures associated with the notice processes and enforcement processes handled through the Civil Division.


Working knowledge of: Oregon State Sheriff's Association Civil Manual and the Oregon Code of Civil Procedures and Civil Laws; state laws governing the processing, service, and return of civil papers; relevant laws, codes, statutes, regulations, rules, policies and procedures regarding the service and execution of documents related to the functions and business of the Civil Division; laws, codes, regulations, and legal procedures as they pertain to collection of delinquent accounts; legal terminology applicable to the civil process; procedures for accepting and serving civil process, including the attachment and sale of property; legal provisions governing the control and disbursement of funds; methods and practices of bookkeeping and financial and statistical recordkeeping; basic accounting principles and practices, including mathematical calculations; office equipment, including computers and software programs and their functions/capabilities; concepts and techniques of prioritizing and organizing work; customer service and public relations concepts and techniques; techniques for dealing with a variety of individuals from various socio-economic, ethnic, and cultural backgrounds; English composition, spelling, punctuation and grammar.

Skill to: Independently, accurately and effectively perform assigned tasks and duties following established division, Civil Codes and collections procedures, regulations and program policies; interpret, apply and explain applicable complex laws, codes, statutes, regulations, rules, policies and procedures as they apply to civil process service; perform technical level research as it relates to the civil process; analyze data, interpret directions, procedures and regulations, and develop appropriate responses; compile and maintain records. examine documents for completeness, sufficiency, and conformity; skillfully operate office equipment and computer software; accurately count and perform arithmetic calculations; communicate effectively, both orally and in writing, including drafting effective and concise correspondence; establish and maintain effective working relationships with staff, law enforcement and court personnel, other agencies, and the public in a courteous, professional manner; maintain composure under stressful conditions; maintain currency with changes in laws and procedures related to assigned responsibilities; maintain confidential information in accordance with legal standards and County regulations.


This position works 40 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.

This position is designated as on-site/in-person. It is expected that the selected candidate will perform duties at the specified on-site work location.


Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.


“A Tradition of Service Since 1845.” The CCSO mission is to provide public safety services to the people in Clackamas County so they can experience a safe and secure community. CCSO will fulfill the mission of the Clackamas County Sheriff's Office through teamwork and partnerships, as reflected in our core values.


The CCSO serves over 400,000 residents of the County with over 400 employees. As the County's largest law enforcement agency the Sheriff's Office patrols the unincorporated areas of the county as well as several cities that have contracted with CCSO to provide law enforcement for them. The CCSO has many specialized units such as canine, motorcycle patrol, the dive team, Special Weapons and Tactics (SWAT), search and rescue, narcotics investigation (SIU), detectives and Corrections Emergency Response Team (CERT). The Sheriff's Office is also required by law to provide correctional facilities for the county and to offer support services to other agencies in the County, such as: the jail, special units and occasionally personnel resources.

The CCSO is committed to enhancing a diverse workforce through principles of active recruitment in the community, equal employment opportunity and positive human resource management. The Administration and staff of the Clackamas County Sheriff's Office adopts a philosophy and practice that we recognize the full potential of all employees, treating all persons with respect, fairness and impartiality.


Clackamas County only accepts online applications.

Help With Your Application:

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).



Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.


Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.


Lindsay White, Recruiter

To apply, visit

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