Admitting/Discharge Clerk jobs in Massachusetts

General Statement of Duties:

This clerk support position serves under the direct supervision of the Director and Assistant Director and assists in the administration of the operation. Responsible for the proper administration of procedures relating to Civil Process. Performs a wide variety of office support and clerical duties and activities of a general nature in support of the Essex County Sheriff’s Department and the Civil Process Division. Responsible for receiving and directing telephone calls and visitors; provides guidance to the public and entities in the private sectors.

Distributes incoming and outgoing mail, jackets court documents, invoice, post payments, balance daily reports, case filing and record documents at the Registry of Deeds and notarize documents when required. Perform a variety of records management duties.

Supervision Received:

Work under the direct supervision of the Director and Assistant Director of the Civil Process Division who provide guidance and direct work assignments.

Essential Functions:

§ Maintain files and records so they remain updated and easily accessible

§ Sort and distribute incoming mail and prepare outgoing mail

§ Answer the phone to take messages or redirect calls to appropriate colleagues

§ Utilize office equipment such as copier, printers, scanners, computers, etc.

§ Issue invoices and checks

§ Initiate and complete electronic deposits

§ Daily direct deposit to financial institution

§ Input court documents information into Civil Serve

§ Jacket court documents and capias’

§ Post payments to accounts

§ Balance accounts daily and report

§ Set up commercial and residential evictions

§ Process, record, and invoice levies- real estate, personal property, trustee, demands, etc.

§ Process, record, and invoice attachments- real estate, personal property, trustee, etc

§ Input and invoicing of administrative warrants

§ Notarize documents on behalf of the Essex County Sheriff’s Department, Civil Process Division

§ Arrange, schedule, and give notice for Sheriff’s Sales - real estate and personal property

§ Assist in office management and organization procedures

§ Monitor stocks of office supplies and report when there are shortages

§ Contribute to team efforts by accomplishing results

§ Assist in resolving operational problems by coordinating preparation of reports, analyzing data and identifying solutions.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday. 8:30-4:30pm for Salem Office

AAP/EEO Statement:

The Essex County Sheriff’s Department is an Equal Opportunity/Affirmative Action Employer.

Required Education and Experience:

§ Associates Degree or 60 credits towards a bachelor’s degree and/or two years Military Experience (Must be in good standing with military)

§ Two (2) years’ experience in a similar capacity

§ Familiarity with office procedures and basic accounting principles

§ Working knowledge of office equipment and processes

§ Very good knowledge of MS Office and other computer programs

§ High degree of proficiency and accuracy in typing and data entry

§ Ability to keep restricted or sensitive information confidential

§ Excellent communication skills (both oral and written), organizational skills necessary.

§ Ability to work independently.

§ Ability to deal effectively with the public, government officials, and legislative bodies and function calmly under pressure.