Public Defender'S Office - Office Assistant

County of El Paso•Tx 79901, TX

11h

About The Position

The Office Assistant performs a variety of general clerical tasks and functions for a specific County office or department under direct supervision. The position supports routine office operations and may perform additional legal, administrative, outreach, records, and event-related duties depending on the area of assignment. It is a non-supervisory position and reports to a supervisor, manager, department head, elected official, or designee. The role has frequent contact with County employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies, and the general public. The position requires professional customer service, dependable attendance, teamwork, courteous communication, and strict confidentiality. County employees are designated Disaster Service Workers during a proclaimed emergency and may be required to train for or perform emergency services as directed by a supervisor.

Requirements

High school diploma or equivalent and one year of office, secretarial, or customer service experience, or an equivalent combination of experience and training providing the required knowledge, skills, and abilities.
Ability to pass a background investigation.
Knowledge of modern office administration principles and practices, English usage, office methods, adding machines, computers, office procedures and equipment, and filing systems.
Ability to learn the organization, procedures, and operating details of the assigned County department.
Ability to perform word processing and data entry; cashier; perform routine clerical work; maintain records; prepare general reports; and verify and cross-check files and data.
Ability to operate a personal computer and various software applications, conduct mathematical calculations, prepare clear and concise reports, and communicate effectively orally and in writing.
Ability to establish and maintain cooperative and effective working relationships.
Regular and reliable attendance; ability to work well with others in a team-oriented environment; courteous and respectful interaction with employees and customers; strict confidentiality; positive support of the department and County organizations; and commitment to customer service excellence.
A personal smart device is required by the hire start date to access the County network and systems.
Depending on assignment, may require bilingual Spanish ability and a typing speed of 45 words per minute.
Depending on assignment, may require Deputy Clerk deputizing, AOP certification, and/or a valid driver's license applicable to job responsibilities with a driving record acceptable to El Paso County; a driver's license may be required by the hire date.

Nice To Haves

Bilingual in English and Spanish is preferred.

Responsibilities

Prepare routine documents and correspondence for review and approval, including basic documents, memoranda, forms, certificates, agendas, schedules, seating charts, and informational materials.
Greet and assist County personnel, officials, and members of the public in person and by telephone; respond to inquiries, take messages, and direct inquiries to the appropriate party.
Review and enter data; verify routine data; maintain records, files, databases, filing systems, and reports.
Perform office clerical and support functions, including maintaining and ordering supplies, scheduling meetings, preparing payroll documents and records, and receiving and conveying information.
Receive and sort mail, interoffice correspondence, packages, and other communications; identify recipients and delivery priorities and maintain appropriate confidentiality.
Maintain confidentiality and report equipment maintenance needs for appropriate action.
Perform delegated duties during temporary absences when assigned to help maintain normal operations.
Support a cooperative team environment and participate in training and mentoring to develop leadership, management, technical, and safety-related skills.
Maintain a safe and healthy workplace and provide excellent customer service.
Depending on assignment, perform electronic filing; assist attorneys with collecting information; pull dockets; scan new cases; print judgments; file motions and orders; redact information; and obtain and deliver authorized signatures on legal documents.
Depending on assignment, review and process applications or documents, troubleshoot office application problems, and operate a multi-line telephone system.
Depending on assignment, assist with outreach, maintain social media, organize departmental procedures, plan events and meetings, and perform calendaring, planning, scheduling, and coordination.
Depending on assignment, order and maintain supplies, keep inventories, and schedule document or record archiving and disposal.
Perform other related duties as assigned.
During a proclaimed emergency, train for and/or perform emergency services as directed by a supervisor.