300.03 duties of the operation desk sergeant

Number: 300.03
SUBJECT: DUTIES OF THE OPERATIONS DESK SERGEANT Page: 1
Date: 6/10/91
Approved: Ryan Drabek, Director Revised: 2/14/12
I. PURPOSE
To describe the duties of the Operations Desk Sergeant.
II. POLICY
The Operations Desk Sergeant shall perform all duties as assigned in support of the
Vicious Dog and Cruelty to Animals (597) programs, as well as provide administrative
support for the daily operation of Field Services.
III. SCOPE
Applicable to all personnel assigned to perform the duties of Operation Desk Sergeant.
IV. FORMS
Not applicable.
V. REFERENCES
OC Animal Care Policy and Procedure 300.02
Orange County Codified Ordinance 4-1-95
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. The Operations Desk Sergeant is expected to work with little direct supervision in
the performance of his/her daily tasks and duties, having an elevated level of
responsibility for the administration of assigned high profile and sensitive
programs.
B. The Operations Desk Sergeant is to be familiar with all relevant policies,
procedures, and laws and be aware that these policies, procedures, and laws are

Number: 300.03
Date: 6/10/91
not linear in nature and may apply in part or whole to another policy, procedure,
or law. Such overlaps are to be recognized and acted on accordingly.
C. Due to the multitasked nature of the Operations Desk, the Operations Desk
Sergeant is to be able to perform work on a priority basis and establish a daily
routine or schedule that ensures the various deadlines and time sensitive items of
the desk are met and completed. If the meeting of these deadlines and or the
completion of time-sensitive items during the appropriate and assigned timeframe
becomes an issue, it is the duty of the Operations Desk Sergeant to seek assistance
from supervision and/or coordinate with supervision to correct the issue.
D. Specific tasks of the Operations Desk Sergeant
1. Acts as liaison for and provides assistance to Supervision by:
a. Screening telephone calls and persons requesting to see
Supervision.
b. Handling special assignments as needed.
c. Working directly and professionally with representatives of the
District Attorney’s Office, city officials, other counties and
agencies, to address questions, complaints and concerns as they
pertain to assigned programs.
2. Maintains, files and purges hard copies of all field staff documentation and
records, on such matters as evidence collection, case files, citations,
memorandums, daily logs and other employee information, court
correspondence, outside agency correspondence, various forms and
miscellaneous reports and/or investigations.
a. Ensures that records are kept in an organized and accessible
manner and that they are readily available when needed by staff.
b. Ensures the Operations Desk stays up to date with changing
technology by continuously reassessing processes, reports and
forms, looking for better and more efficient ways to collect and
maintain files and data.

Number: 300.03
Date: 6/10/91
3. Provides technical assistance to Animal Control Officers (ACO), Shelter
Services and Customer Services when required for the resolution of
problems.
a. Responsible for monitoring the status and due out dates of all
animals held at the OC Animal Care Shelter that are impounded
under holds and/or various Operations related programs.
b. Responsible for extending or shortening the due out dates of
animals under holds for various Operations programs as needed.
Ensures that this action considers the totality of circumstances and
that all possibly applicable laws, policies, or procedures are
considered and followed.
c. The “Confiscate History” report in Chameleon is to be run three
times per week to properly monitor these animals and it is to be
researched thoroughly, at least once per week, to ensure that all
hold statuses are correct and to determine if there are animals
being held under one hold that may meet the criteria of another
hold program.
d. Monitors and is responsible for the accurate upkeep of appropriate
Chameleon Kennel Windows and memos pertaining to dogs held
under the various holds related to Operations and other animals as
directed by supervision.
e. Meet with kennel supervisors and/or veterinary staff weekly for
“Confiscate Rounds” to communicate the status of and pertinent
information for animals currently held under holds for various
Operations programs.
4. Prepares for and oversees all Administrative Hearings as they pertain to
the Vicious Dog and Cruelty to Animals Programs, including but not
limited to:
a. Set up and maintenance of recordings for the proceedings.
b. Providing administrative support to the Hearing Officer.
c. Setting appointments and booking facilities for the hearings.
d. Notifying the Hearing Officer, appropriate personnel and the
public of hearing dates, times and changes.

Number: 300.03
Date: 6/10/91
e. Ensuring all required documents are prepared prior to any
scheduled hearing including Custodian of Records approved copies
of case files, Notices of Decision, Affidavit of Personal Delivery,
Certificate of Mailing, etc.
5. Provides administrative support for the Vicious or Potentially Dangerous
Dog program.
a. Reviews all incoming documentation and/or information and
determines if a Vicious or Potentially Dangerous Dog
investigation, propensity letter, or other action is necessary or
required.
b. Submits such cases or information to supervision for review and/or
approval.
c. Initiates approved investigations and assigns them to staff
accordingly or based on the directive of supervision.
d. Creates and mails out abatement letters as appropriate.
e. Monitors and schedules compliance checks and other activities
related to dogs that are declared Potentially Dangerous or Vicious.
Ensures that compliance checks are assigned and conducted on a
timely basis per the supervisorial directive.
f. Ensures that all appropriate and relevant timelines are met with
accordance to OCCO 4-1-95 or other applicable laws, policies, or
procedures.
g. Maintains a current list of all dogs declared Potentially Dangerous
or Vicious and distributes said list to staff when updated. This list
is to be completed in the format of the current template or as
otherwise directed by supervision.
6. Provides administrative support for the Cruelty to Animals (597) program.
a. Reviews all incoming documentation and/or information and
determines if additional action is necessary.
b. Creates folders for and organizes relevant documentation
accordingly.
c. Ensures that all necessary paperwork has been completed or
delivered and that required timelines are met.

Number: 300.03
Date: 6/10/91
d. Obtains additional evidence, photographs, etc. as needed.
e. Monitors status of animals under this program and sends out 597.1
Abandonment Letters as necessary.
f. Submits case information to Police Departments, the District
Attorney or City Attorney as appropriate.
g. Tracks billing of animals under this program and submits kennel
billing as appropriate.
h. Monitors restitution and completes questionnaires as needed.
Ensures that OC Animal Care is included in restitution sentences
that are ordered by the Court.
i. Tracks and processes restitution payments and maintains a balance
sheet indicating all persons currently ordered to pay restitution to
OC Animal Care, the current balance of such restitution, and the
last payment date. Creates Chameleon receipts for payments as
appropriate.
j. Coordinates with the Victim Witness Assistance Program (VWAP)
or Probation Department as appropriate when restitution payments
are not received to determine if further action is available or
appropriate to ensure timely receipt of restitution payments.
k. Maintains detailed status sheet for all cruelty cases including DR
and court case numbers, as well as hearing dates, etc., ensuring
timely updates are provided to supervision.
7. Responsible for accurate billing for the Vicious or Potentially Dangerous
Dog and Cruelty to Animals Programs.
a. Calculates appropriate billing amounts and issues billing slips to
accounting when appropriate.
b. Reconciles Chameleon receipts with monthly payments to ensure
accuracy, including monitoring of NSF checks, updating
Chameleon Receipt Windows, creating Balance Receipts and other
accounting related data entry in Chameleon.
c. Processes any and all payments relating to the Operations Desk
that are received by the Orange County Treasurer-Tax Collector.
d. Creates Chameleon receipts for such payments and saves
corresponding receipt information in the Operations Desk Billing
folder/Operations Billing TTC Payments Spreadsheet.

Number: 300.03
Date: 6/10/91
e. Processes batch payments for money received via mail. Maintains
records as appropriate.
8. Attends court arraignments or other such relevant court dates pertaining to
cases involving Operations related programs, or other such court dates as
appropriate or directed by supervision.
9. Reviews investigation reports, recordings and/or statements for legibility,
comprehensiveness and correctness. Report discrepancies to supervision
immediately for instruction on how to proceed.
a. Ensures that all documents and forms are properly executed and
signed by all interested parties.
b. Submits the file and all documents of the particular case to the
Operations Lieutenant for review and evaluation prior to
submitting to the District Attorney for possible prosecution.
10. Assists the public via telephone and/or in person to file complaints
pertaining to violations of Orange County Codified Ordinances and/or
State law.
11. Assists citizens via telephone and/or in person in the resolution of
problems relating to animals, or directs them to the appropriate agency or
individual for resolution of the problem.
12. Prepares routine reports as required by Supervision and/or Management.
13. Posts and prepares the Holiday Volunteer List and Holiday Work
Assignment Roster in a timely manner and in compliance with the
Memorandum of Understanding.
14. Maintains a receipt system for the control of issuance of animal traps to
staff and the public. Follows up on all traps not collected in a timely
manner.
15. Posts New Schedule sign-up, a minimum of six weeks prior to shift
change, or as otherwise directed by supervision. Pulls sign-up at the
designated time and forwards to the appropriate supervisor for
consideration when preparing the associated schedule.
16. Acts as Watch Commander and/or performs other duties of a Senior
Animal Control Officer (Field Sergeant) as necessary and in accordance
with OC Animal Care Policy and Procedure 300.02.

Number: 300.03
Date: 6/10/91
17. Responsible for conflict resolution between animal owners and Shelter
Services staff when confiscated animals under Operations Desk holds are
being redeemed, or as otherwise directed to assist other departments.
18. Reviews and processes citations submitted for transmittal and other
program specific forms.
a. Checks all submitted citations and associated paperwork for errors
and returns for corrections.
b. Keeps supervision apprised of any and all ongoing discrepancies.
c. Transmits citations to the court in accordance with training, policy,
and procedure.
19. Makes every effort to ensure that owners or custodians of animals
impounded for animal cruelty or neglect, Vicious or Potentially Dangerous
Dog Investigations, or other relevant programs, who were or were not on
scene at the time of the initial impoundment are made aware of their
animal’s whereabouts and their rights as provided for under applicable
law. Chameleon Due Out dates and hearing dates shall be extended as
necessary and allowed under the law based on the totality of
circumstances in each case.
20. Performs other functions and tasks as directed by Supervision.

300.03 duties of the operation desk sergeant

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