JOB
Acceptable Experience and Education
Associate degree or certificate in business or related field from an accredited university or college with two (2) years of administrative/staff support experience.
Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
May require being bilingual in Spanish
Certificates, Licenses, and other requirements
In order to access into the County’s network and systems, a personal mobile smart device is required by the hire start date.
Must have or qualify for Notary Public certification.
Must have telephone and report residence.
Depending on area of assignment: Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.
Proof of automobile liability insurance coverage is required.
Minimum Requirements: Knowledge, Skills, and Abilities
Knowledge of: laws, state statutes, rules and regulations pertaining to assigned duties; secretarial practices and procedures; business correspondence and report preparation; customer service/public relations practice and procedures; court system and proceedings; legal terminology; cashiering and bookkeeping practices, policies, and procedures, including financial record keeping; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products.
Skill/Ability to: have strong planning; organizational skills; be efficient; detail oriented and accurate; work independently and collaboratively with others; assist with monitoring/auditing of program services; comply with facility security measures; learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; be tactful and diplomatic in dealing with the public, members and government officials; complete projects on time; operate personal computer using standard office operating software and general office equipment; maintain filing systems, compile and organize information; perform routine calculations to count currency, make change, and prepare daily cash reports; economic development principles and practices, especially incentive programs; techniques used in research and statistical analysis; current economic, development and demographic and market trends; communicate effectively both orally and in writing; make mathematical computations; and establish and maintain cooperative and effective relationships with those contacted during the course of work; be proficient in Microsoft Word, Excel, PowerPoint, Outlook and Publisher; pass a Criminal Background Check.
Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:
-
Demonstrate regular and reliable attendance;
-
Work well with others and participate fully in a team oriented environment;
-
Interface with other employees and customers in a courteous and respectful manner;
-
Maintain strict confidentiality;
-
Project positive support of their department and all county organizations at all times;
-
Maintain and enhance the County’s commitment to customer service excellence.
EXAMPLE OF DUTIES
Essential Duties
Performs administrative and clerical tasks, including general typing duties, correspondence, report and spreadsheet preparation; generates e-mails, generates outgoing correspondence;
Performs data entry, processes mail, schedules appointments, faxes documents, acquires office supplies, and makes copies as directed;
Serves as the initial point of phone, email, or personal contact for participants, outside agencies, other county departments and the general public concerning inquiries or complaints about a specific program and/or its services;
Researches information; make appropriate referrals for assistance, as directed;
Provides assistance with front desk reception coverage to include answering phones, greeting members of the public, and providing information or guidance as requested;
Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;
Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts;
Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills;
Depending on area assigned:
Processes, and submits requisitions and purchase orders for all program operations and regular requisition of office supplies, juvenile/staff clothing and all business-related expenditures as required for the operations of the program;
Monitors key dates and assists in the yearly preparation of the unit budget as requested;
Organizes and maintains supply room areas, conducts inventory to determine supplies needed, maintains inventory control log; distributes inventory to staff as needed;
Coordinates and facilitates interns/volunteers orientation phases, to include data entry and tracking of the intern and volunteers application;
Ensures compatibility of interns/volunteers to program projects assigned and ensures compliance with state mandated (Texas Administration Code 344.300) and Probation Services (PS) Special Programs Unit (SPU) policy 2-1 requirements for volunteers and interns;
Assists in referring and scheduling presenters for community engagement activities (schools, civic organizations, etc.) and coordinate with all internal Juvenile Probation Units/for all community engagement initiatives for program/project implementation;
Assist in creating unit specific calendars;
Research information and assists with general inquiries while adhering to laws of confidentiality;
Ability to learn court system and proceedings process to include legal terminology as it applies to assigned duties;
Conducts audits as assigned;
Performs clerical work associated with contracts; and
Clinical Unit
Schedules appointments for psychiatric evaluations, follow ups and consultations with psychiatric fellowship program;
Oversees and completes data collection and analysis for grant funds and quarterly reporting;
Maintains database/spreadsheets regarding unit activities;
Maintains training records and verification of licensed/certified personnel;
Detention/Challenge
Maintains resident Pre and Post Adjudication program and electronic files;
Maintains and files documentation (logs/forms, etc.) for TAC 343 annual audits;
Manages and maintains inventory control and ordering of supplies and equipment for Pre and Post Adjudication Units;
Researches merchandise needed, obtain quotes from vendors (if applicable);
Creates Requisitions to maintain program daily operations (hygiene, clothing, medical and office supplies);
Receives merchandise, inventory and submit information to accounting for payment processing;
Audits program files to ensure 343 standards are met;
Researches and submits information for TJJD Ombudsman on a quarterly basis;
Researches and submits information for TJJD annual audits;
Updates stats for program (annual, monthly, quarterly);
Aids UTEP Sleep Study – updates spreadsheet as needed and emails to UTEP representative;
TJJD Due Dates – maintain and track TJJD facility documentation needed for annual audits Other duties as assigned;
Notarizes documents as a Notary Public;
Participates in Departmental Committees;
Uploads staff training records into departmental database;
Enters hours for volunteers/interns in departmental application;
Assists with front desk coverage;
Is responsible for reviewing, scanning and updating spreadsheets for the National School Lunch Program (NSLP) federal reimbursement;
Assists accounting with annual inventory;
Assists in gathering analyzing and compiling of data needed for annual evaluations and various reports;
Arranges priority calendar for the Department Director and maintains a shared calendar;
Receives, reviews, logs and verifies approval of incoming and outgoing mail for youth residents;
Aids in the U.S. Marshalls annual audit – prepare documents and submit in preparation for a physical audit;
Works on special projects as needed (ex: paperless project, re-formatting file system);
Executive Unit
Serves as a point of phone or personal contact for outside agencies, other County Departments, and the general public for the Chief and/or Deputy Chiefs;
Makes appointments, maintains a calendar, schedules and arranges meeting and makes travel arrangements for the Chief and/or Deputy Chiefs;
Assists in trainings, development of notices, flyers, brochures and other informational materials about the department and executive team updates;
Handles confidential, sensitive, and/or restricted information pertaining to employees, juveniles or families and adheres to all laws of confidentiality;
Familiar with Enterprise (Erp), navigates and runs employee demographic reports;
Prepares and processes Oath of Office and Anti-Bribery Statements;
Maintains and updates the work and initial appointment schedules for Chief and/or Deputy Chiefs on leave or training assignments;
Attends staff and supervisory meetings (as directed);
Takes notes and/or records minutes during meetings upon Chief and/or Deputy Chiefs requests;
Lead and/or active role on departmental initiatives and committees and management of departmental projects;
Establishes and maintains files and records; schedules document archive and document disposal; arranges and schedules meetings; prepares and distributes meeting agendas; performs calendaring activities; plans, schedules, and coordinates special events; attends meetings and takes notes and/or minutes as needed;
Provides excellent customer service and demonstrates commitment through cooperative team and individual efforts; maintains confidentiality; performs duties for other staff in their absence to ensure continuity of operations;
Coordinates and facilitates interns/volunteers’ orientation phases, to include data entry and tracking of the intern and volunteers application;
May serve as back up with Oaths of Office, PIA requests, and Officer Badges upon the absence of the Executive Assistant;
Responsible for supporting the processing of background investigations to support Search Engine for Multi-Agency Reportable Conduct (SEMARC) in collaboration with human resources and departmental units.
Intake
Handles incoming phone calls (3000 line) and in person inquires to the Intake Phone Line or the Intake Unit as assigned;
Conducts case file audits and request petitions, processes files and updates the systems upon the conclusion the initial Intake appointment, at the start of court ordered supervisions, and at termination of probation and other department and court ordered programs or supervisions;
Schedules initial Intake appointments for intake Officers and updates appointment information in JMIS as per established protocols;
Assists with the live scanning of juveniles as requested by supervisor;
IS&R
Reporting arrest information through the TxDPS Stored & Forward Server;
Reviewing FACT Clearinghouse as per Texas DPS requirement to disable subscriptions on criminal history record;
Manually process arrest cards and ensure fingerprints are accepted to DPS website;
Transfers State Identification number (SID) to the JMIS system and forward codes as necessary;
Create and mail out notification to parents when a case has been closed by the Department or declined by the County Attorney’s Office;
Corrects records on JMIS and emails JPD units for assistance in resolving issues in order to prepare cases for sealing or destruction;
Completes Data Entry correction tickets;
Create and mail out notification to Law Enforcement Agencies when a case has been referred to the department after 10 days from the date of arrest (10-Day rule violation cases);
Ensures compliance with Texas Family Code, Chapter 58 by determining, producing, and processing orders to destroy and seal records;
Processes the requests to release inactive Juvenile Records, including Case History, Court Documents, and Subpoenas submitted to the department;
Performs pre and post-disposition Background Checks in the National Crime Information Center (NCIC) database, for juvenile cases, contractors, and individuals providing services to the department;
Probation Services
Distributes court documents after respective Court Hearings, updates juvenile and associate contact information in department systems, and other court-related duties as assigned;
Arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes;
Prepares, updates, and processes declined and closed electronic cases utilizing the case JMIS tracking module;
Create and maintain spreadsheets with information pertaining to warrants, grant compliance, and probation officer caseloads, cases that are Detained and on Home Detention, and documents all completed activities;
Generates and maintains statistical reports for Supervisors, Juvenile Probation Managers/Supervisors and Unit Directors on programs, processes, and grants as assigned;
Obtains case file background and restricted information in JMIS and Odyssey Navigator pertaining to juveniles or family members as directed;
Assists in the training of personnel as requested by the Director/Manager;
Scans, and records documents as directed;
Handles confidential, sensitive, and/or restricted information pertaining to juveniles or families and adheres to all laws of confidentiality;
Maintains a comprehensive log on employee addresses and phone numbers;
Receives, distributes, and enters law enforcement offense referrals into systems and processes forms to the Records unit;
Researches and corrects data entry errors or omissions in Systems as directed; Serves as a Notary Public;
Maintains and updates the work and initial appointment schedules for Officers on leave or training assignments;
Assists with the updating of policies and procedures as it applies to assigned duties;
Attends training and seminars in town and out of town to enhance work knowledge and skill as required by the training team and approved by direct supervisor;
Attends staff and supervisory meetings (as directed);
Lead and/or active role on departmental initiatives and committees and management of departmental projects;
Establishes and maintains files and records; schedules document archive and document disposal;
Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs, training certifications, and statistical summaries; prepares and calculates payroll timesheets and tracks expenses for budget purposes;
Reports any equipment maintenance needs for appropriate action; monitors office supply inventories and assists in coordinating mail pickups;
Provides excellent customer service and demonstrates commitment through cooperative team and individual efforts; maintains confidentiality;
Training Unit
Distributes certification documents once approved by the Texas Juvenile Justice Department; Updates staff information in department and state systems;
Inputs and updates data into departmentally approved software system Training Manager TM2 System and the Texas Integrated Certification Information System (ICIS);
Create new employee accounts and maintain Texas Integrated Certification Information System (ICIS) with updated information pertaining to employee personal information;
Generates and maintains training reports for Juvenile Probation Managers/Supervisors and Unit Directors on staff certification, license, or departmental requirements;
Obtains and inputs staff background clearance in the Texas Integrated Certification Information System (ICIS);
Maintains a comprehensive log on employee addresses and phone numbers in Texas ICIS;
Handles confidential, sensitive, and/or restricted information pertaining to employees and adheres to all laws of confidentiality;
Maintains and updates training schedules for staff on leave or training assignments;
Coordinates departmental trainings and ensures all trainers are in compliance with training requirements;
Enters data into Training Manager system TM2;
Track certifications and/or licenses as required by governing agencies;
Assists in the creation of documents and all types of forms, letters, memorandums, reports, logs and other business-related items;
Responsible for keeping forms stocked and ensuring that all forms utilized are up to date, and in compliance with departmental policies and procedures and Texas Administrative Code-TAC;
Organizes and maintains training curriculum binders, New Employee Orientation binders, and participant manuals;
Creates and maintains employee training files current for audit purposes;
Other Important Duties*
Performs such other related duties as may be assigned.
Must complete all other mandated departmental training as assigned. Maintains a safe and healthy work place environment.
May be required to travel to different locations when assigned or at times, on short notification.
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.
SUPPLEMENTAL INFORMATION
Organizational Relationships
Reports to: Manager, Supervisor, Director or Deputy Chief
Directs: This is a non-supervisory position
Other: Has frequent contact with other county employees, lawyers, legal staff, law enforcement personnel, contracted providers, other public agencies, and the public
