DISTRICT CLERK'S OFFICE - ADMINISTRATIVE SPECIALIST

County of El Paso

  • El Paso County, TX
  • $37,392 per year
  • Permanent
  • Full-time
  • 23 hours ago
Minimum QualificationsAcceptable Experience and EducationHigh school diploma or equivalent and two (2) years of office/secretarial with six (6) months cashier and/or customer service experience;Or any 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.Typical DutiesEssential DutiesPerforms administrative and clerical tasks, performs data entry;Establishes and maintains files and records;May serve as the initial point of contact by 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;Gathers, organizes, and summarizes information for special projects; assists with preparing various routine and complex reports, tables, graphs, and statistical summaries;Trains on processes;Maintains confidentiality;May report any equipment maintenance needs for appropriate action;May schedule document/record archive and disposal;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; andCreates 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:May receive 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;Processes registrations;Evaluates and ensures proper documentation;Provides information to customers on all phases of service provided;Process billings; may receive payments; balances receipts with cash, credit cards, etc.; and processes mail;Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out;Processes check payments to jurors and provide the Auditor's Office the check register of all the payments;Notarizes documents;As directed provides informational material to news media and general public;Arranges and schedules meetings; prepares and distributes meeting agendas;Attends meetings and takes notes and/or minutes;Performs calendaring activities; plans, schedules and coordinates special events;Orders and maintains supplies; keeps inventories;Makes travel arrangements; prepares itineraries; prepares and submits travel items for approval; processes and submits travel vouchers with corresponding receipt documentation for payment;Performs case searches for customers and agencies as required;Issues citations;Verifies documents;Assists with Subpoenas;Creates and maintains lists; verifies and ensures lists are updated and distributed to proper personnel;Jail population management by research and screening pending court reports;Operates switchboard; directs calls to appropriate location;Translates as necessary;Understands and maintains HIPPA regulations;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.Job SummarySummary of Position
The Administrative Specialist under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from the Office Assistant classification by greater work complexity and broaderAdditional InformationMinimum 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

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