Advanced Administrative Specialist: Complex Clerical Support

County-of-El-Paso,-T; El Paso (TX); On-site; USD 40,000 - 54,000; Full time

Job summary

County of El Paso is seeking an Administrative Specialist, Intermediate to provide detailed clerical support across Administrative units. The role handles data entry, scheduling, records management, and front desk coverage while ensuring confidentiality and compliance with departmental policies.

Requirements include an associate degree or certificate in business and two years of admin experience; bilingual Spanish preferred; Notary Public certification may be required; may require driving and

Qualifications

• Associate degree or certificate in business or related field with two years of administrative/staff support experience.
• Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
• May require being bilingual in Spanish
• In order to access into the County’s network and systems, a personal mobile smart device is required by the hire start date.
• Must have or qualify for Notary Public certification.
• Must have telephone and report residence.
• Depending on area of assignment: Must have 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.
• Proof of automobile liability insurance coverage is required.

Responsibilities

• Performs administrative and clerical tasks, including general typing duties, correspondence, report and spreadsheet preparation; generates e-mails, generates outgoing correspondence.
• Performs data entry, processes mail, schedules appointments, faxes documents, acquires office supplies, and makes copies as directed.
• Serves as the initial point of 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, as directed.
• Provides assistance with front desk reception coverage to include answering phones, greeting members of the public, and providing information or guidance as requested.
• 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.
• Depending on area assigned: Processes, and submits requisitions and purchase orders for all program operations and regular requisition of office supplies, juvenile/staff clothing and all business-related expenditures as required for the operations of the program.
• Monitors key dates and assists in the yearly preparation of the unit budget as requested.
• Organizes and maintains supply room areas, conducts inventory to determine supplies needed, maintains inventory control log; distributes inventory to staff as needed.
• Coordinates and facilitates interns/volunteers orientation phases, to include data entry and tracking of the intern and volunteers application;
• Ensures compatibility of interns/volunteers to program projects assigned and ensures compliance with state mandated (Texas Administration Code 344.300) and Probation Services (PS) Special Programs Unit (SPU) policy 2-1 requirements for volunteers and interns;
• Assists in referring and scheduling presenters for community engagement activities (schools, civic organizations, etc.) and coordinate with all internal Juvenile Probation Units/for all community engagement initiatives for program/project implementation;
• Assist in creating unit specific calendars;
• Research information and assists with general inquiries while adhering to laws of confidentiality;
• Ability to learn court system and proceedings process to include legal terminology as it applies to assigned duties;
• Conducts audits as assigned;
• Performs clerical work associated with contracts; and

Skills

Planning

Organizational

Detail oriented

Teamwork

Confidentiality

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Publisher

Data entry

Customer service

Education

Associate degree or certificate in business

Notary Public certification

Spanish bilingual (preferred)

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Publisher

Job description

County of El Paso is seeking an Administrative Specialist, Intermediate to provide detailed clerical support across Administrative units. The role handles data entry, scheduling, records management, and front desk coverage while ensuring confidentiality and compliance with departmental policies.

Requirements include an associate degree or certificate in business and two years of admin experience; bilingual Spanish preferred; Notary Public certification may be required; may require driving and