Administrative Specialist

Williamson County • Taylor: 412 Vance Street, TX

7d • Onsite

About The Position

Reporting directly to a Juvenile Service Manager or Director, this position is responsible for providing administrative support to an assigned division by performing reception and clerical duties. This position will be located at the Taylor, TX Annex. The role involves providing continuous coverage at a reception desk, assisting visitors and callers, and receipting funds for various fees. Key duties include data entry and verification within the Juvenile Case Management System (JCMS), creating and maintaining reports and forms, managing filing systems, and distributing mail and faxes. The position also assists in planning special projects and events, policy updates, and cross-training with other office staff to ensure departmental continuity. Specific assignments include processing juvenile arrest documentation, updating criminal history records, and maintaining caseload reports for court assignments. For probation assignments, responsibilities include processing and auditing probation case data, tracking correspondence, and performing school records requests. For record assignments, duties involve file maintenance, quality assurance, preparing documentation for sealing of records, and verifying data within the case management system. The role may require occasional driving for errands and meetings, and may be deemed essential personnel during emergencies.

Requirements

• High School diploma or equivalent
• One (1) year of clerical experience in a professional office environment
• Working knowledge of Microsoft Office Suite

Nice To Haves

• Two (2) years of clerical experience in a professional office environment
• Prior work experience in a law enforcement or juvenile justice setting

Responsibilities

• Provides continuous coverage at a reception desk to assist visitors and callers
• Receipts funds for probation, restitution, court, and child support fees
• Assists in copying, filing and auditing invoices
• Enters and verifies data within the Juvenile Case Management System (JCMS) database
• Creates and maintains various reports, forms, worksheets, and informational materials
• Ensures comprehensive filing systems are maintained and up to date
• Retrieves, sorts and distributes incoming mail and fax documents
• Assists in planning and executing special projects and events
• Assists with policy and procedure updates
• Cross-trains with other office staff to ensure continuity of departmental operations
• Attends all meetings and trainings, as required
• Performs special duties as assigned
• Processes juvenile arrest documentation
• Updates Department of Public Safety (DPS) computerized criminal history and ensures compliance
• Maintains and produces caseload reports
• Processes and audits probation case data
• Records probation details within DPS database
• Creates and tracks various correspondence related to probation
• Performs school records requests
• Performs record/file maintenance and quality assurance
• Reviews and prepares all documentation relating to sealing of records for eligible youth
• Verifies data within case management system and enters applicable notes
• Scans and/or prepares records for destruction

Benefits

• Valid Texas driver’s license required within thirty (30) days of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED