(Internal Only) District Attorney'S Office - 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. The role involves frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies, and the general public. The position requires knowledge of modern office administration, cashiering and bookkeeping practices, customer service, the Odyssey case management system, and computer operations. Skills include performing calculations, data entry, maintaining records, and effective communication.

Requirements

High school diploma or equivalent and two (2) years of office/secretarial experience 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.
A personal mobile smart device is required by the hire start date to access the County’s network and systems.
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, computers, procedures, and equipment including filing systems.
Ability to learn the organization, procedures and operating details of the County department to which assigned.
Ability to pay attention to detail and meet 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

Depending on area of assignment: may require bilingual in Spanish.
Depending on area of assignment: typing speed of 45 words per minute.

Responsibilities

Performs administrative and clerical tasks, including data entry.
Establishes and maintains files and records.
Serves as an initial point of contact for inquiries or complaints via phone, email, or in person.
Researches information and makes appropriate referrals.
Gathers, organizes, and summarizes information for special projects.
Assists with preparing routine and complex reports, tables, graphs, and statistical summaries.
Trains on processes and maintains confidentiality.
Reports equipment maintenance needs.
Schedules document/record archive and disposal.
Receives appropriate fees and ensures compliance with check acceptance policy.
Records pertinent information for cross-referencing transactions with valid identification and receipts.
Processes registrations and evaluates documentation.
Provides information to customers on services.
Processes billings and receives payments.
Balances receipts with cash, credit cards, etc., and processes mail.
Handles large amounts of money and balances daily monies.
Processes check payments to jurors and provides the Auditor’s Office with the check register.
Notarizes documents.
Provides informational material to the news media and general public as directed.
Arranges and schedules meetings, prepares and distributes agendas, and attends meetings to take notes/minutes.
Performs calendaring activities.
Plans, schedules, and coordinates special events.
Orders and maintains supplies and keeps inventories.
Makes travel arrangements, prepares itineraries, and processes travel vouchers.
Processes and reviews purchase orders and invoices, authorizes payments, and monitors spending and budget balances.
Processes voter registrations and ballot requests, and performs research on voters.
Performs case searches for customers and agencies.
Replaces license plates, stickers, and disabled placards.
Ensures identification and proof of financial liability are presented at the time of vehicle registration(s) and/or title transfer(s).
Operates Registration and Title System (RTS) terminal.
Attends in-house classes and seminars regarding changes in laws and procedures.
Issues citations and verifies documents.
Assists with subpoenas.
Creates and maintains lists, ensuring they are updated and distributed.
Performs jail population management by researching and screening pending court reports.
Operates switchboard and directs calls.
Translates as necessary.
Understands and maintains HIPAA regulations.
Substitutes during temporary absences to maintain continuity of operations.
Demonstrates commitment to excellent customer service.
Creates a high-quality work culture through training and mentoring.
Maintains a safe and healthy workplace environment.
May be required to travel to satellite branches.
As a Disaster Service Worker, may be required to train on emergency response and/or perform emergency services during a proclaimed emergency.