SHERIFF'S OFFICE - ADMINISTRATIVE SPECIALIST, INTERMEDIATE (BUDGET/PAYROLL)

County of El Paso; El Paso (TX); On-site; USD 36,000 - 60,000; Full time

Job summary

County of El Paso seeks an Administrative Specialist, Intermediate to provide clerical, administrative, and cashier support to a County office. The role includes data entry, filing, and customer service for the public and partner agencies.

You will handle payments, prepare reports, schedule meetings, and maintain confidential records while ensuring accuracy and timely completion of tasks as part of a team.

Qualifications

• Associates certificate plus two years of admin/support experience.
• Alternative combination of experience and training accepted.
• May require or obtain a valid driver’s license by hire.

Responsibilities

• Perform clerical tasks, prepare correspondence and reports.
• Read and review outgoing letters; data entry; process billings and payments.
• Maintain files; schedule meetings; prepare agendas; attend meetings and take notes.
• Prepare routine and complex reports, graphs, and summaries.
• Provide excellent customer service and assist the public and agencies.
• Reconcile cash, checks, and card transactions at close of day.

Skills

Clerical skills

Data entry

Customer service

Cash handling

Telephone etiquette

Education

Associate's Certificate in Business or related field

Deputy Clerk deputizing

AOP certification

Driver's license

TCOLE Telecommunication License

Tools

Windows

Microsoft Office

Job description

Acceptable Experience and Education

Associates Certificate in Business or related field with two (2) years of administrative/staff support experience. Depending on area assigned: cashier experience

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

Certificates and Licenses Required

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.

Depending on area assigned:

National Crimes Information Center (NCIC) / Texas Crime Information Center (TCIC) / Texas Law Enforcement Telecommunications System (TLETS) / National Law Enforcement Telecommunications System (NLETS) certification.

Crisis Communication Certification; Basic Telecommunications Certification; All courses must be passed, including a State Examination, within 1 year of hire which are provided in house.

A Tele communicators License will be issued by TCOLE upon successful completion of the State Examination.

State of Texas Official Vehicle Inspector License must be completed within one (1) year.

Must obtain Texas Vehicle Inspector license

Essential Duties

Performs administrative and clerical tasks, including correspondence, report preparation;and other materials from rough draft or from source documents for review and signature; reads and reviews outgoing correspondence; performs data entry,may process billings; may receive payments; balances receipts with cash, credit cards, etc.; and processes mail;

May serve 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;

Maintains files and records; arranges and schedules meetings; prepares and distributes meeting agendas; may attend meetings and takes notes and/or minutes;

Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries;

Trains on processes;

Establishes and maintains files and records;

May perform calendaring activities; plans, schedules and coordinates special events;

Schedules document archive and document disposal;

Reports any equipment maintenance needs for appropriate action;

As directed orders and maintains supplies; keeps inventories;

Maintains confidentiality;

Performs mail runs to County’s mail room and delivers correspondence to various departments as needed;

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.

May serve as back up:

Processes registrations; titling functions, cashiering, or serving the general public;

Receives appropriate fees; ensures that all documentation 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;

Evaluates and ensures proper documentation;

Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out;

Depending on area assigned:

Prepares dockets; issues licenses/permits and certificates; issues citations and subpoenas; balances reports; judgments; opens and closes cases; accepts and processes court ordered expungements; files and stores documents; attends court; assists with arraignment-jail pleas and sentencing procedures;

As assigned receives 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;

As assigned investigates legal cases; interviews witnesses; prepares investigative reports;

Assists with processing referrals from inception to completion; including the direct communication with Managers concerning case information and status;

Notarizes documents;

Provides informational material to news media and general public; when required;

Arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes;

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 criminal searches for customers and agencies as required;

Processes staff mileage and meal expense reports; processes billings; prepares bank deposits;

Replaces license plates and stickers; sells permits 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 State Motor Vehicle Department and for all transactions;

Gathers, researches, and analyzes economic development information;

Studies information from a variety of sources including demographic, incentives, local business climate, local real estate, impact and feasibility studies and local regulations and incentives;

Participates in marketing incentive programs;

Assists in setting guidelines and policy for abatement of local property tax and other incentive programs;

Examines, maintains database, and follows through on suspicious title transfer paperwork which is forwarded to Enforcement from all TAC branch offices and/or full service contracted offices;

Generates monthly reports for upper management;

Examines, verifies and audits applications and supporting documentation to ensure compliance with the Texas Department of Motor Vehicles (TxDMV) registration and titling of motor vehicles, and sales tax comptroller;

Ensures all title transactions are properly packaged per TxDMV requirements and forwarded to the TxDMV on a daily basis;

Checks all repair work performed in shop for completeness. This includes physical inspections and road tests before vehicle is turned back to user departments;

Assists in answering questions from all offices, including the full service contracted offices on issues dealing with title registration inquiries;

Ensures that all NMVTIS report transactions are corrected and processed within the required time permitted.

Reports course credits to TCOLE:

Processes and reviews purchase orders and invoices;

Performs work as Parts Clerk for inventory and re-ordering of all supplies as needed in support of the division’s operations;

Work is closely reviewed for accuracy, completeness, for adherence and compliance to purchasing/ procurement rules;

Receives daily instructions and priorities set forth by management on all open jobs, due in and new parts requisitions;

Uses Advanced Purchase Inventory Control System (ADPICS) and other technologies to requisition repair part, materials, department supplies, office supplies, safety equipment and other items in support of the Department;

Receives materials, equipment, and hardware; ensures correctness of quantity, evaluates function and quality, and maintains records of stock received;

Takes inventories of all items in stock and maintains optimuminventory levels to ensure timelydeliveries to meet departmental requirements; Disperses, issues, and delivers supplies, materials, and equipment;

Recommends layouts for maximum use and operation of warehouse or storage space;

Processes requisitions, researches products, clarifies specifications, and generates requisition (RQ) purchase orders (PO);

Contacts several vendors to inquire about cost and availability of commodities;

Maintains records and files, to include services requisitions (RQ) and purchase orders (PO);

Checks and disposes of surplus, obsolete equipment or materials upon approval of director or designee;

Performs vehicle inspections;

May be required to receive and catalog incoming and outgoing parts while generating RQ’s and conducting inventories;

Assists with tracking general vehicle information for the entire county fleet;

Is responsible for photographing vehicles involved in crashes and contacting body shops for repair estimates;

Acts a liaison with Law Enforcement units, as needed;

Enters time records for employees;

Enters requisitions for new hires;

Creates actions for department personnel changes;

Serves as the secretary for assigned board;

Conducts audits as assigned.

Clinical audits; ensures inmate documentation are in compliance with statutes, and standards.

Follows-up on requisitions pending a purchase order;

Reconciles purchase orders and processes on a timely basis;

Assists vendors to ensure that payments are received on a timely basis;

Performs clerical work associated with contracts;

Prepares contracts for review;

Is responsible for obtaining signatures and ensures contracts are sent to vendors in a timely manner;

Reviews active contracts for expirations dates;

Tracks all contracts and maintains files.

Maintains the compliance status and assignments of Guardianship cases;

Recruits volunteers from the community to complete annual visits and advocate for Wards under Guardianship:

Prepares a court volunteer manual with policies and procedures for the volunteers to follow:

Designates and assigns guardianship cases to volunteers and reviews court visitor reports;

Assists in planning, organizing, developing, implementing, and maintaining certain programs as assigned by the department;

Other Important Duties

Performs such other related duties as may be assigned.

Maintains a safe and healthy work place environment.

May be required to travel to satellite branches when assigned or at times, on very short notification.

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, Intermediate under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from the Administrative Specialist classification by greater work complexity and broader work activities.

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: Laws, state statutes, rules and regulations pertaining to area assigned county department policies; the principles and practices of modern office administration; secretarial practices and procedures; business correspondence and report preparation; customer service/public relations practice and procedures; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products.

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