District Court Administration - Administrative Specialist

County of El Paso•Tx 79901, TX

2d•Onsite

About The Position

The Administrative Specialist under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This is a non-supervisory position with frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies, and the general public.

Requirements

High school diploma or equivalent and two (2) years of office/secretarial with six (6) months cashier and/or customer service experience
Depending on area assigned: High school diploma or equivalent and 12 credit hours in Criminal Justice, or Business Administration and 1 year of office/secretarial experience
Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities
May require Deputy Clerk deputizing
May require AOP certification
May require 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
In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date
Knowledge of principles and practices of modern office administration
Knowledge of cashiering and bookkeeping practices, policies, and procedures, including financial record keeping
Knowledge of customer service/public relations practice and procedures
Knowledge of Odyssey case management system
Knowledge of English usage, office methods, adding machines
Knowledge of computer, procedures and equipment including filing systems
Ability to learn the organization, procedures and operating details of the County department to which assigned
Attention to detail and established deadlines
Ability to perform routine calculations to count currency, make change, and prepare daily cash reports
Ability to perform word processing and data entry
Ability to perform routine clerical work including maintenance of appropriate records and preparations of general reports
Ability to verify and cross check files and data
Ability to maintain confidential records and reports
Ability to be tactful and diplomatic in dealing with the public, members and government officials
Ability to complete projects on time
Ability to operate a personal computer and various software applications
Ability to conduct mathematical calculations
Ability to prepare clear and concise reports
Ability to communicate effectively, both orally and in writing
Ability to establish and maintain cooperative and effective relationships with those contacted during the course of work
Pass a background investigation
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

Nice To Haves

May require bilingual in Spanish
Typing speed of 45 words per minute

Responsibilities

Performs administrative and clerical tasks
Performs data entry
Establishes and maintains files and records
May serve as the initial point of contact by 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
Gathers, organizes, and summarizes information for special projects
Assists with preparing various routine and complex reports, tables, graphs, and statistical summaries
Trains on processes
Maintains confidentiality
May report any equipment maintenance needs for appropriate action
May schedule document/record archive and disposal
May receive appropriate fees
Ensures that all information on check(s) is in compliance with check acceptance policy
Records all pertinent information in order to cross reference transaction with valid identification and receipts
Processes registrations
Evaluates and ensures proper documentation
Accepts and rejects e-file motions
Performs electronic filing (e-file)
Provides information to customers on all phases of service provided
Process billings
May receive payments
Balances receipts with cash, credit cards, etc.
Processes mail
Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out
Processes check payments to jurors and provide the Auditor’s Office the check register of all the payments
Notarizes documents
As directed provides informational material to news media and general public
Arranges and schedules meetings
Prepares and distributes meeting agendas
Attends meetings and takes notes and/or minutes
Performs calendaring activities
Plans, schedules and coordinates special events
Orders and maintains supplies
Keeps inventories
Makes travel arrangements
Prepares itineraries
Prepares and submits travel items for approval
Processes and submits travel vouchers with corresponding receipt documentation for payment
Processes and reviews purchase orders and invoices
Authorizes payments up to specific limits
Monitors spending and budget balances, encumbrances, transfers and appropriations
Processes voter registrations
Processes ballot requests
Performs research on voters as required
Performs case searches for customers and agencies as required
Replaces license plates, stickers, and disabled placards
Ensures identification and proof of financial liability are presented at time of vehicle registration(s) and/or title transfer(s)
Operates Registration and Title System (RTS) terminal to retrieve information from Texas Department of Motor Vehicle (TxDMV) and for all transactions
Required to attend in-house classes and seminars conducted by the County Tax Assessor Collector and/or TxDMV dealing with changes in the laws and procedures
Issues citations
Verifies documents
Assists with Subpoenas
Creates and maintains lists
Verifies and ensures lists are updated and distributed to proper personnel
Jail population management by research and screening pending court reports
Operates switchboard
Directs calls to appropriate location
Translates as necessary
Understands and maintains HIPPA regulations
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
Performs such other related duties as may be assigned
Maintains a safe and healthy workplace environment
May be required to travel to satellite branches when assigned or at times, on very 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.