What are the responsibilities and job description for the Civil Clerk position at Gallatin County?
Under the general supervision of the Professional Services Command of the Gallatin County Sheriff’s Office, the Civil Clerk is responsible for receiving and processing civil papers, protection orders, and maintaining statistical records for the Civil Section. This position assists in all aspects of the service of process for defendants, witnesses, or other parties involved in justice, municipal, or federal court actions. The service of these legal documents is limited to civil process (not arrest warrants) and must be performed in the lobby of the Sheriff’s Office or in other safe circumstances. Additional administrative duties may be assigned as needed. On an as needed basis, this position may serve as the primary public-facing contact for the Sheriff's Office lobby, providing information, answering phone calls, coordinating visitors, and offering general administrative support.
This position reports to the Civil Division Sergeant and does not supervise other County personnel.
This position reports to the Civil Division Sergeant and does not supervise other County personnel.
Essential Duties and Responsibilities:
- Review civil papers and court documents for accuracy and completeness; ensure correct service procedures have been followed.
- Answer general inquiries from the public related to service of process.
- Determine proper legal procedures and process court documents in accordance with local rules and Montana state law.
- Log, track, and prepare civil papers for service.
- Conduct research to locate individuals and serve civil documents when allowed and safe to do so.
- Provide administrative support to the Professional Services Division.
- Prepare civil returns for mailing and file associated documentation.
- Assist with other administrative functions and projects as assigned.
Other Duties as Assigned:
- Participate in special projects, outreach events, meetings, system research, and training as directed.
- In the event of a declared local emergency, employees may be required to assist with emergency response and recovery operations as directed by County leadership.
- Perform receptionist duties, including answering phones, greeting visitors, and coordinating office access.
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 effectively—both verbally and in writing—with 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.
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, four 10-hour workdays Monday through Thursday. 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 communication—both verbal and auditory—is essential.
Union Affiliation:
This position is a member of the Gallatin County Deputy Sheriff’s 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.