Mentor/Administrative Assistant, Grant Funded, County Judge

Webb County, TX; Laredo (TX); On-site; USD 36,000 - 52,000; Full time

Job summary

Webb County is seeking an Administrative Assistant/Mentor to support the Drug Court Director with clerical tasks, record keeping, and confidential communications. Strong judgment, initiative, and adherence to procedures are essential in this role.

The position includes receptionist duties, mail handling, filing, scheduling, data entry, and drafting correspondence. Fluency in English and Spanish is required, with a high school diploma or GED and prior office experience preferred.

Qualifications

• Typing accurately and efficiently.
• Maintain and organize records and files.
• Strong communication with diverse populations.

Responsibilities

• Greet participants and visitors; perform receptionist duties.
• Screen calls, take messages, and redirect as needed.
• Open, sort, and distribute mail; file records and documents.
• Enter and update information in the computer system; draft correspondence.
• Prepare and manage confidential materials; prepare weekly staffing materials.
• Maintain secure master files and logs; support the Drug Court Director.

Skills

Typing

Receptionist duties

Records management

Office equipment

Professional communication

Bilingual English/Spanish

Independent work

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Job description

The Administrative Assistant/Mentor works closely with the Drug Court Director to provide administrative and clerical support, including typing, filing, secretarial duties, and other related administrative tasks as assigned. The work requires sound judgment in applying established procedures and methods to routine matters. The employee must demonstrate initiative and remain alert to new and more effective ways to accomplish the work of the office.

• Greets program participants and visitors in a pleasant and courteous manner and performs receptionist duties.
• Screens incoming telephone calls, answers callers’ questions, takes messages, and redirects calls as appropriate.
• Opens, sorts, and distributes mail.
• Files, indexes, and processes office records, legal documents, and related materials.
• Prepares and submits requests for supply purchases.
• Enters and updates information in the computer system.
• Prepares and drafts correspondence in accordance with established procedures.
• Prepares and manages sensitive and confidential correspondence.
• Types correspondence, forms, labels, and other office documents.
• Maintains and updates logs, files, and other records.
• Prepares and updates the weekly staffing agenda.
• Updates the weekly staffing worksheet.
• Prepares the weekly docket, including committee recommendations.
• Receives and processes all referrals.
• Prepares correspondence regarding participants’ acceptance, rejection, or termination from the program.
• Creates and maintains secure master files.
• Serves as a mentor and provides peer‑to‑peer groups for all drug court participants.
• Performs any and all other duties as instructed by the Drug Court Director.

Knowledge, Skills, and Abilities

• Knowledge of county and departmental policies and procedures.
• Knowledge of personal computers, word processing software, and basic computer applications.
• Knowledge of proper telephone etiquette and professional office practices.
• Skill in operating standard office equipment, including fax machines, calculators, copiers, printers, and scanners.
• Skill in communicating effectively and professionally with individuals from diverse cultural backgrounds and challenging populations.
• Ability to type accurately and efficiently at an appropriate speed.
• Ability to develop, prepare, organize, and maintain accurate records and files.
• Ability to prepare letters, memoranda, and other correspondence based on written and verbal instructions.
• Ability to compile, prepare, and present written statistical reports.
• Ability to research and organize data.
• Ability to follow verbal and written directions.
• Ability to establish and maintain effective working relationships with Drug Court personnel, program participants, and the public.
• Ability to handle confidential information with discretion.
• Ability to perform assigned duties independently with minimal supervision.

• Ability to communicate orally and in writing in the English language and orally in the Spanish language.

• Must have a high school diploma or GED from an accredited institution.

Preferred Qualifications

• At least two (2) years of work experience in addiction services, treatment, monitoring, or counseling, or at least two years of work experience in public administration, court administration, criminal justice, or health administration.

Physical Demands/Work Environment

Occasionally

• Moving oneself in different positions to accomplish tasks in various environments, including tight and confined spaces.
• Moving to accomplish tasks or moving from one worksite to another.
• Adjusting or moving objects up to 50 pounds in all directions.
• Driving a County vehicle or a personal vehicle for County business.
• Light work that includes carrying objects up to 20 pounds.

Constantly

• Remaining in a stationary position, often standing or sitting for prolonged periods.
• Communicating with others to exchange information.
• Repeating motions that may include the use of wrists, hands, and/or fingers.
• Assessing the accuracy, neatness, and thoroughness of the work assigned.
• Sedentary work that primarily involves sitting and/or standing.

Other Requirements/Information

• Must possess a valid and current Texas Driver's License with an acceptable driving history. *If the applicant holds an out-of-state license, a State of Texas Driver’s License must be obtained prior to employment.
• The Webb County Drug and Alcohol Policy applies to this position. Pre‑employment drug and alcohol testing, a Motor Vehicle Record (MVR) check, and a criminal background check are required.
• If applicable, this position may be covered by the Civil Service Rules and Regulations and, therefore, may be subject to those rules and regulations in addition to all other Webb County policies.
• Webb County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodation to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
• If applicable, may be required to work nights, weekends, holidays, and emergencies (man‑made or natural) to meet the business needs of the County. This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job.
• For positions funded in whole or in part through a grant award, employment is contingent upon the continued availability of grant funds and compliance with the terms, conditions, and limitations of the applicable grant agreement. Compensation, benefits, and leave accruals, including vacation, sick leave, and other paid leave, may be subject to grant‑specific requirements, to the extent permitted by applicable law and County policy.
  The reduction, expiration, or termination of grant funding may result in the modification or elimination of a grant‑funded position.
• This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.