Minimum Qualifications

• 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;
• Maintain and enhance the County’s commitment to customer service excellence.

Typical Duties

Essential Duties
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;
Intake
Handles incoming phone calls (3000 line) and in person inquires to the Intake Phone Line or the Intake Unit as assigned;
Conducts case file audits and request petitions, processes files and updates the systems upon the conclusion the initial Intake appointment, at the start of court ordered supervisions, and at termination of probation and other department and court ordered programs or supervisions;
Schedules initial Intake appointments for intake Officers and updates appointment information in JMIS as per established protocols;
Assists with the live scanning of juveniles as requested by supervisor;
Training Unit
Distributes certification documents once approved by the Texas Juvenile Justice Department;
Updates staff information in department and state systems;
Inputs and updates data into departmentally approved software system Training Manager TM2 System and the Texas Integrated Certification Information System (ICIS);
Create new employee accounts and maintain Texas Integrated Certification Information System (ICIS) with updated information pertaining to employee personal information;
Generates and maintains training reports for Juvenile Probation Managers/Supervisors and Unit Directors on staff certification, license, or departmental requirements;
Obtains and inputs staff background clearance in the Texas Integrated Certification Information System (ICIS);
Maintains a comprehensive log on employee addresses and phone numbers in Texas ICIS;
Handles confidential, sensitive, and/or restricted information pertaining to employees and adheres to all laws of confidentiality;
Maintains and updates training schedules for Officers staff on leave or training assignments;
Coordinates departmental trainings and ensures all trainers are in compliance with training requirements;
Enters data into Training Manager system TM2;
Track certifications and/or licenses as required by governing agencies;
Assists in the creation of documents and all types of forms, letters, memorandums, reports, logs and other business-related items;
Responsible for keeping forms stocked and ensuring that all forms utilized are up to date, and in compliance with departmental policies and procedures and Texas Administrative Code-TAC;
Organizes and maintains training curriculum binders, New Employee Orientation binders, and
participant manuals;
Creates and maintains employee training files current for audit purposes;
Other Important Duties*
Performs such other related duties as may be assigned.
Must complete all other mandated departmental training as assigned.
Maintains a safe and healthy work place environment.
May be required to travel to different locations when assigned or at times, on 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.

Job Summary

Summary of Position
The Administrative Specialist, Intermediate, under general supervision, performs complex and detailed clerical and administrative support duties to a specific County office or department.

Additional Information

Organizational Relationships
Reports to: Manager, Supervisor, Director or Deputy Chief
Directs: This is a non-supervisory position
Other: Has frequent contact with other county employees, lawyers, legal staff, law enforcement personnel, contracted providers, other public agencies, and the public
Work Environment
While performing the duties of this job the noise level in the work environment is usually moderate. Equipment Used: Computer terminal/data processing software; various computer peripheral equipment as required; cell phones; general office equipment as necessary;
The above is intended to describe the general nature and level of work being performed by this position. The statements are not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.