COUNTY COURT AT LAW ADMINISTRATION - ADMINISTRATIVE SPECIALIST, INTERMEDIATE

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

Or any 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.

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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 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;   

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 optimum inventory levels to ensure timely deliveries 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. Depending on area of assignment: court system and proceedings; legal terminology; cashiering and bookkeeping practices, policies, and procedures, including financial record keeping.

Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; 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 personal computer using standard office operating software and general office equipment; maintain filing systems, compile and organize information; communicate effectively both orally and in writing; make mathematical computations; and establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation.  Depending on area of assignment: perform routine calculations to count currency, make change, and prepare daily cash reports; may require bilingual in Spanish; and typing speed of 45 words per minute; economic development principles and practices, especially incentive programs; create, compose, or edit written materials; ability to coordinate and organize meetings or special events; techniques used in research and statistical analysis; current economic, development and demographic and market trends.
 
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

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

Salary : $43,376