Administration Services Manager - Juvenile Services - Court - 1

Brazos County•Bryan, TX

About The Position

General Summary: Serves as chief fiscal officer for the Juvenile Services Department, including supervision of support services to ensure the delivery of efficient secretarial, clerical, purchasing, budget and human resource services to the department. Manages departmental budget in relation to expenditures and ensures compliance with county procurement policies and procedures. Essential Duties: Provide leadership and supervision for assigned clerical and secretarial personnel. Prepare departmental requisitions and payment authorizations for the Director’s or Assistant Director’s signature or approval. Obtain necessary bids for products and services. Prepare department’s financial reports and general fund reports. Assist in the preparation of department’s fiscal budget. Prepare budgetary projections and cost analysis per line item expenditures and capital assets. Prepare and distribute employee I.D. cards. Order and maintain the department’s office supplies. Maintain all departments’ accounts and bookkeeping. Assist with agenda items for Commissioners Court and oversee the preparation for Juvenile Board meeting packets and logistics. Prepare personnel action forms for submittal to the Commissioners Court and handle all duties relating to the human resource actions for new employees, terminations and/or resignations. Provides final approval of all departmental staff time sheets on bi-weekly basis; ensuring accurate recording of FMLA, comp, workers compensation, sick and vacation time. Monitor expenditures from all grant accounts to ensure compliance. Ensure the proper inventory of detention items needed for youth, including appropriate ordering of clothes, hygiene and detention supplies. Provides oversight for the National School Breakfast and Lunch Program (NSLP) claims submitted on a monthly basis; ensuring county is reimbursed fully and accurately. Write, develop, and update policies and procedures for all fiscal and secretarial operations as needed. Perform and submit bi-annual and annual evaluations on staff. Be a member of the department audit team and assist in preparing for yearly detention, probation, JJAEP, PREA, and various fiscal audits. Follow established policies, procedures and practices of the department. Provide staff training as appropriate. Research best practices, new technologies, and national best practice trends regarding juvenile justice issues. Abide by the Texas Juvenile Justice Department’s Code of Ethics. Maintain security and confidentiality of all case information, files and chronological notes as required by the Texas Family Code. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is related or a logical assignment to the position. Obtain 80 hours bi-annually of approved training to maintain JPO and JSO certification. Other duties may be assigned as deemed necessary. Other Duties as assigned. Supervision Received: Assistant Director Given: This position directly supervises clerical staff assigned to the unit. This includes training of new staff, conducting performance reviews, and recommending personnel actions. Conduct regular staff meetings regarding policies, procedures, problem solving, program planning, and in-service training. Review and approve time sheets and time off requests.

Requirements

Bachelor’s degree and at least five (5) years responsible secretarial, bookkeeping, administrative and management experience.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Must be 21 years of age or older
Advanced computer knowledge and competence (word, excel, etc.).
Knowledge of and ability to apply correct business English, spelling, and math; and, ability to communicate effectively orally and in writing.
Ability to type.
Ability to establish and maintain effective working relationships with other employees, organizations and the general public.

Nice To Haves

Notary public and surety bond.
Valid Texas driver’s license with appropriate liability auto insurance coverage (Driver’s license requirements must be met within 30 days if employee recently moved from another state).

Responsibilities

Provide leadership and supervision for assigned clerical and secretarial personnel.
Prepare departmental requisitions and payment authorizations for the Director’s or Assistant Director’s signature or approval.
Obtain necessary bids for products and services.
Prepare department’s financial reports and general fund reports.
Assist in the preparation of department’s fiscal budget.
Prepare budgetary projections and cost analysis per line item expenditures and capital assets.
Prepare and distribute employee I.D. cards.
Order and maintain the department’s office supplies.
Maintain all departments’ accounts and bookkeeping.
Assist with agenda items for Commissioners Court and oversee the preparation for Juvenile Board meeting packets and logistics.
Prepare personnel action forms for submittal to the Commissioners Court and handle all duties relating to the human resource actions for new employees, terminations and/or resignations.
Provides final approval of all departmental staff time sheets on bi-weekly basis; ensuring accurate recording of FMLA, comp, workers compensation, sick and vacation time.
Monitor expenditures from all grant accounts to ensure compliance.
Ensure the proper inventory of detention items needed for youth, including appropriate ordering of clothes, hygiene and detention supplies.
Provides oversight for the National School Breakfast and Lunch Program (NSLP) claims submitted on a monthly basis; ensuring county is reimbursed fully and accurately.
Write, develop, and update policies and procedures for all fiscal and secretarial operations as needed.
Perform and submit bi-annual and annual evaluations on staff.
Be a member of the department audit team and assist in preparing for yearly detention, probation, JJAEP, PREA, and various fiscal audits.
Follow established policies, procedures and practices of the department.
Provide staff training as appropriate.
Research best practices, new technologies, and national best practice trends regarding juvenile justice issues.
Abide by the Texas Juvenile Justice Department’s Code of Ethics.
Maintain security and confidentiality of all case information, files and chronological notes as required by the Texas Family Code.
Obtain 80 hours bi-annually of approved training to maintain JPO and JSO certification.