Civil Deputy

Job Description

CLASS DESCRIPTION:

The purpose of this class is to perform the execution of civil processes and mandates of the courts and to collect, manage, and disburse parish property taxes. This task is accomplished through the service of income and property executions, eviction notices, and a variety of other civil summonses, processes, and complaints. Also, Civil Deputies assist individuals who are seeking procedural information regarding civil matters, and for maintenance of a variety of civil documents and records. 

 Furthermore, this class collects judgments, fines, citation fines, and supervises misdemeanor probation ordered by the 10th Judicial District Court. 

 Additionally, this class is responsible for the management of accounts receivable and payable for the Sheriff’s Office. The class works within a general outline of work to be performed and develops work methods and sequences under general supervision.

 ESSENTIAL JOB FUNCTIONS: 

Below are examples and are intended only as an illustration of the various types of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

Tax Collection

1. Collect taxes, as well as the assessment, in accordance with the rules and regulations of the Louisiana Department of Revenue, and Louisiana Statutes. 
2. Distribute collected taxes from information provided on the annual tax roll, which is provided by the Natchitoches Parish Assessor’s Office. 
3. Hold an annual tax certificate sale on properties with unpaid real estate taxes to collect on behalf of the numerous taxing authorities. 

Civil Processes/Auctions (Sheriff’s Sale)

1. Serves, records, and mails copies of income and property executions. Serves eviction notices and returns of notices. Serves summonses and complaints including summons of notices, citations, subpoenas, levy on vehicles, auction of property sales.
2. Receives and prepares pre-judgment civil documents for delivery to defendants and respondents.
3. Prepares and mails affidavits and performs other clerical duties necessary for daily assignments.
4. Receives and records Family Court mandates.
5. Appropriate vehicles for property executions and conducts auctions of foreclosed property.
6. Records delivery of civil documents and returned proof of service.
7. Answers phones and assists individuals seeking procedural information regarding civil matters.
8. Receives and deposits monies and posts amount to various accounts concerning civil processes.
9. Appropriates vehicles for property executions and conducts auctions of foreclosed property.
10. Seize, advertise, and auction movable and immovable property as instructed by court order or statue

Citation/Fines/Court Cost

1. Maintains accurate collection, accounting, and distribution of citations, fines, court costs, and cash bonds issued in assigned jurisdiction and/or by the 10^th Judicial District Court.

Misdemeanor Probation

1. Monitors each probationer’s probation requirements through regular meetings/interviews, phone contact, established goals, and a developed case plan and documentation of progress as required by the court order. Ensures all assigned probationers are following their terms and conditions of probation by providing orientation and clear and specific instructions regarding actions that must be taken. 
2. Maintains accurate, complete, and detail case management files on each probationer. 
3. Provides services to unscheduled walk-ins from the court and covers other employees’ cases when they are absent.
4. Prepares notice of hearings. 
5. Performs drug and alcohol testing on probation clients.
6. Responds to in-person/telephonic inquiries, phone messages, emails, and letters from the general public and community resources regarding probation statuses providing answers based on information that is a record of the Sheriff's Office.

Accounts Receivable/Accounts Payable

1. Verifies financial transactions are authorized for final processing appropriately, budgets for existing transactions, collects documentation, acknowledges merchandise received or services rendered, and ensures court case receipts are accurately applied.
2. Reviews and resolves issues related to incomplete transactions pending final processing, which includes coordinating with vendors, the Purchasing department, and other agency members.
3. Performs routine research, reconciles processed receipts, and disbursements to ensure accuracy of the financial records, and prepares appropriate correcting entries as needed.
4. Interprets and applies NPSO policies, federal, state, and local laws, and regulations as they relate to travel/training, purchasing card usage, sales tax, etc.

Other Duties

1. Performs other clerical duties as needed, such as sorting mail, filing, and retrieving appropriate records and data upon request, and answering incoming phone calls.
2. Prepares skilled written and verbal communication with federal, state, and local officials, staff, and the general public regarding policies, procedures, and operations of the assigned division.  
3. Establishes, prepares, maintains, processes, and/or audits a variety of agency documentation and detailed reports.
4. Independently prepares documents, reports, and publications of varying levels of complexity.
5. Serves as liaison to various external organizations as well as staff;
6. Performs other duties as required or assigned.

MINIMUM QUALIFICATIONS:

1. Bachelor’s degree in Business Administration, Criminal Justice, or related field preferred.
2. Two (2) to Five (5) years of employment with the Natchitoches Parish Sheriff’s Office or in a closely related field.

 At a minimum, all employees must be at least 18 years of age (upon the date of hire); have a high school diploma or equivalency; have no felony, drug, or domestic violence convictions; pass all required pre-employment screenings; possess a valid Louisiana driver’s license; be able to communicate both verbally and in writing as required; and possess basic computer skills such as typing, writing reports, and sending and/or receiving emails as applicable to the position.

 WORKING CONDITIONS AND ADDITIONAL INFORMATION:

1. Work is performed in an office environment.
2. Work schedule may include nights, weekends, and holidays as required. May require working varying shifts any day of the week.
3. In the event of a hurricane, major storm, natural or human-made disaster that may threaten the area, the employee will be expected to work.

 ADA COMPLIANCE: 

Physical and Dexterity Requirements: The job requires some combination of walking, standing, kneeling, pushing, stooping, reaching above the shoulder, grasping, pulling, and bending, and exerting up to 25 of force regularly. Tasks may involve sitting and traveling for long periods of time. Requires routine computer/keyboard operations.

 Environmental Hazards: This job risks exposure to office-related dust, fumes, and odors, and occasional exposure to inclement weather including heat, humidity, cold, fog, and sleet. Possible exposure to animal hair and dander.

 Sensory Requirements: This job requires normal visual acuity and field of vision, hearing, and speaking.

TRAVEL: 

Occasional travel inside/outside of Natchitoches Parish (20 - 30%).