Civil Clerk/ Receptionist

This position is under the general supervision of the Gallatin County Sheriffs Office Professional Services. The position is responsible for the receipt and processing of civil papers, protection orders, and maintenance of statistical records for the civil section. They assist in all manners of service of process to defendants, witnesses, or other parties whose input or participation has been deemed necessary by justice, municipal, or federal court or as requested. The authority in serving these legal documents is at times limited to civil deputies and does not extend to arrest warrants. The Civil Clerks service of process is limited to the lobby of the Sheriffs Office or when safe to do so.

This position will act as the first point of contact for public information assists in the lobby and on the phone, coordinates visitors, and aids in a variety of other functions on an as needed basis. This position reports directly to the Civil Division Sergeant and does not supervise other County personnel. Performs additional administrative duties as assigned.

All Duties below are essential functions of the position unless otherwise indicated :

• Check civil papers and court documents to be served for accuracy, completeness, and ensure the appropriate process of service has been followed
• Answer general questions from the public regarding service of process
• Determine correct legal procedures and process papers and court documents in accordance with established local, legal procedures, and State laws
• Log and track civil papers and prepare for service
• Research and identify location of individuals to aid in service of papers and physically serve civil documents when allowed and safe to do so
• Performs routine duties in support of Professional Services Command
• Prepares civil returns for mailing; complete office filing of documents and reports; performs other duties as assigned
• Performs administrative support and receptionist duties; answer telephone; provide general information to the public, coordinate visitors to the office, and assist in a variety of other functions of the reception desk.

Other duties as assigned :

• Performs other duties as assigned by supervisor. This includes but is not limited to special projects and events, system research and analysis, attends meetings and trainings appropriate and as directed
• If County is proclaimed a local emergency, all County employees may be required to provide services directed by event staffing during and following the emergency for a subsequent period of time

KNOWLEDGE AND SKILLS REQUIREMENTS

Knowledge of:

• General office practices and procedures, including accurate recordkeeping.
• Business English, spelling, grammar, and formatting.
• Modern office equipment and software.
• Gallatin County Geography.
• Basic legal terminology and familiarity with state and federal laws regarding civil processes.

Skills and Abilities:

• Interpret and apply civil process procedures and Montana Code Annotated standards.
• Read and follow complex legal instructions.
• Use investigative methods to locate individuals for service of process.
• Meet critical legal deadlines and manage time-sensitive documents.
• Maintain confidentiality in accordance with law enforcement protocols.
• Communicate effectivelyboth verbally and in writingwith staff, the public, and other agencies.
• Handle stressful, emotionally charged, or confrontational interactions with professionalism.
• Work independently with minimal supervision.
• Type a minimum of 65 words per minute with accuracy.

• High school diploma or GED required.
• Minimum of two (2) years of clerical or administrative experience, or a combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Experience in law enforcement, legal, or civil process settings preferred.
• Background working with the public under pressure or in challenging situations is desirable.

Supervision Exercised: This position does not supervise other County personnel.

Work Environment/Physical Demands:

• Work may involve potentially high-risk or emotionally charged situations and requires close adherence to safety protocols. The role is performed in an office setting but may involve occasional field work under safe conditions.
• The standard schedule is full-time, Monday through Friday, with an eight-hour workday. Flexibility in work hours may be required for special projects or events, including evenings, weekends, or holidays.
• Physical requirements include regular standing, walking, sitting, reaching, bending, kneeling, crawling, crouching, climbing, and the use of hands. Clear communicationboth verbal and auditoryis essential.

Union Affiliation:

This position is a member of the Gallatin County Deputy Sheriffs Association.

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.