PUBLIC DEFENDER'S OFFICE - OFFICE ASSISTANT

County-of-El-Paso,-T; El Paso (TX); On-site; USD 30,000 - 38,000; Full time

Job summary

County of El Paso is seeking an Office Assistant to perform a variety of clerical tasks in a County office, including document preparation and data entry. The role requires strong communication and organizational skills and may require bilingual Spanish proficiency.

Responsibilities include greeting visitors, managing mail, maintaining filing systems, scheduling meetings, and supporting payroll-related documents while upholding confidentiality and high standards of customer service.

Qualifications

• High school diploma or equivalent; 1 year office/secretarial/customer service experience.
• Ability to learn department procedures and operating details; data entry and word processing.
• Typing speed 45 words per minute; may require bilingual in Spanish.
• Background checks may be required.

Responsibilities

• Prepare routine documents and correspondence for review and approval.
• Greet and assist County personnel and the public in person and by phone.
• Review data, maintain records and filing systems; enter information into databases.
• Maintain inventory and order office supplies; schedule meetings and assist with payroll documents.
• Assist in planning events and calendaring activities; ensure confidential handling of information.
• Demonstrate excellent customer service and teamwork; protect confidentiality.

Skills

Office administration

Data entry

Word processing

Typing 45 wpm

Bilingual Spanish (may be required)

Cashier

Communication skills

English usage

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Computer literacy

Job description

Bilingual in English/Spanish preferred

Acceptable Experience and Education

High school diploma or equivalent and one (1) year of office/secretarial/customer service experience. Orany equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates and Licenses Required (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 into the County's network and systems, a personal smart device is required by the hire start date.

Essential Duties

Assists with preparing routine documents and correspondence for review and approval. Involves: Use of personal copier for the preparation of basic documents, correspondence, memoranda, forms and certificates; prepares agendas, schedules, seating charts, and any informational material as required; Greets and assists County personnel, officials and the public in person and over the telephone. Involves: Greeting and responding to visitors and personnel in a professional manner; exercises proper telephone etiquette, responds to inquiries, takes messages and forwards inquiries to the appropriate party; Reviews and enters data, maintains records and files, databases and record keeping sources. Involves:Reviews and verifies routine data, coding and data entry, establishment and maintenance of filing system and reports; Performs a variety of related office clerical duties and support functions. Involves:Maintain inventory and order office supplies, schedule meetings, prepare payroll documents and complex records, receipt and conveyance of information within area of responsibility; Receives and sorts mail, interoffice correspondence, packages and other communications. Involves:Identification of recipient and delivery priority, review and maintenance of appropriate level of confidentiality, and distribution of all communications; Maintains confidentiality; Reports any equipment maintenance needs for appropriate action; 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; and 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;

Other Important Duties

Performs such other related duties as may be assigned. Maintains a safe and healthy work place environment. 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.

Depending on areas assigned

• Performs electronic filing;
• Assists attorneys in collecting information;
• Pulls dockets, scans new cases, prints out judgments, files motions and orders, and redacts information;
• Secures authorized signatures on legal documents and delivers to appropriate party or department;
• Reviews the completion of various applications or documents and processes;
• Troubleshoots problems and/or issues with office applications;
• May involve the operation of multi-line telephone system;
• Assists in outreach strategies and activities;
• Updates and maintains social media;
• Assists in the maintenance and organization of department operational procedures;
• Assists in planning and organizing special events and meetings;
• Assists with performing calendaring activities, planning, scheduling and coordinating special events;
• As directed orders and maintains supplies; keeps inventories;
• Schedules document/record archive and disposal;

Summary of Position

The Office Assistant under direct supervision performs a variety of general clerical tasks and functions 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, 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; perform word processing and data entry; cashier; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; 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.