DISTRICT COURT ADMINISTRATION - ADMINISTRATIVE SPECIALIST

County-of-El-Paso,-T; El Paso (TX); On-site; USD 34,000 - 52,000; Full time

Job summary

County of El Paso Administrative Specialist position involves providing clerical and cashier support to a county office. Duties include data entry, filing, answering inquiries by phone, email, or in person, and maintaining confidential records.

The role requires a high school diploma, possible bilingual Spanish, and knowledge of Odyssey case management; candidates must manage meetings, prepare reports, and balance cash. Training and confidentiality are emphasized.

Qualifications

• High school diploma or equivalent and two years of office/secretarial experience, with six months cashier or customer service experience.
• Depending on area assigned: 12 credit hours in Criminal Justice or Business Administration and 1 year of office/secretarial experience.
• May require bilingual in Spanish and typing speed of 45 words per minute.

Responsibilities

• Performs administrative and clerical tasks, data entry and maintains files and records.
• May serve as initial contact by phone, email, or in person for inquiries or complaints and provide referrals.
• Gathers, organizes, and summarizes information for reports and special projects.
• Trains on processes and maintains confidentiality.
• Processes registrations, verifies information, and handles voter registrations where applicable.
• Operates switchboard and directs calls; translates as necessary.
• Attends meetings, takes notes/minutes, and assists with scheduling and calendars.
• Maintains supply inventories and coordinates travel arrangements when required.

Skills

Office administration

Cashiering

Customer service

Data entry

Spanish bilingual

Typing 45 wpm

Confidential records

Education

High school diploma or equivalent

12 credit hours in Criminal Justice or Business Administration

Tools

Odyssey case management system

Personal computer

Job description

Acceptable Experience and Education

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.

Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates, Licenses, and other Requirements (Depending on area of assignment)

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.

Essential Duties

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;

Depending on area assigned

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.; and 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;

Other Important Duties*

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; and

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.

Summary of Position

The Administrative Specialist under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department.

Organizational Relationships

Reports to: Supervisor, Manager, Department Head or Elected Official or designee

Directs: This is a non-supervisory position

Other: Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies, and the general public.

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: Principles and practices of modern office administration; cashiering and bookkeeping practices, policies, and procedures, including financial record keeping; customer service/public relations practice and procedures; Odyssey case management system; English usage, office methods, adding machines; computer; procedures and equipment including filing systems.

Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; perform routine calculations to count currency, make change, and prepare daily cash reports; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; be tactful and diplomatic in dealing with the public, members and government officials; complete projects on time; operate a personal computer and various software applications; conduct mathematical calculations, prepare clear and concise reports, communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation.

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

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:

• 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; and,
• Maintain and enhance the County's commitment to customer service excellence