Administrative Specialist

Posting number: 14.03389

Department: Juvenile Services

Job classification: JS_Administrative Specialist

Posting type: Open & Promotional

Categories: Administrative Assistant

Summary

Reporting directly to a Juvenile Service Manager or Director, responsible for providing administrative support to an assigned division by performing reception and clerical duties. This position will be located at the Taylor, TX Annex.

Examples of duties

• Provides continuous coverage at a reception desk to assist visitors and callers
• Receipts funds for probation, restitution, court, and child support fees
• Assists in copying, filing and auditing invoices
• Enters and verifies data within the Juvenile Case Management System (JCMS) database
• Creates and maintains various reports, forms, worksheets, and informational materials
• Ensures comprehensive filing systems are maintained and up to date
• Retrieves, sorts and distributes incoming mail and fax documents
• Assists in planning and executing special projects and events
• Assists with policy and procedure updates
• Cross-trains with other office staff to ensure continuity of departmental operations
• Attends all meetings and trainings, as required
• Performs special duties as assigned

Court Assignment

• Processes juvenile arrest documentation
• Updates Department of Public Safety (DPS) computerized criminal history and ensures compliance
• Maintains and produces caseload reports

Probation Assignment

• Processes and audits probation case data
• Records probation details within DPS database
• Creates and tracks various correspondence related to probation
• Performs school records requests

Records Assignment

• Performs record/file maintenance and quality assurance
• Reviews and prepares all documentation relating to sealing of records for eligible youth
• Verifies data within case management system and enters applicable notes
• Scans and/or prepares records for destruction

ORGANIZATION RELATIONSHIPS

• Reports directly to – Juvenile Services Manager or Director
• Direct Reports – No

PHYSICAL DEMANDS

• Position involves prolonged standing, sitting, walking, reaching, twisting, pushing, pulling, kneeling, bending, talking, and listening
• Position involves some driving related to errands and meetings

ENVIRONMENTAL FACTORS

• Work is primarily indoors in an air-conditioned environment
• Occasional contact with persons accused or adjudicated of crimes

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency

Qualifications

• High School diploma or equivalent
• One (1) year of clerical experience in a professional office environment
• Working knowledge of Microsoft Office Suite

LICENSES AND CERTIFICATIONS
Required within thirty (30) days of employment

• Valid Texas driver’s license

PREFERRED QUALIFICATIONS 

• Two (2) years of clerical experience in a professional office environment
• Court Assignment: Prior work experience in a law enforcement or juvenile justice setting

EMPLOYMENT TESTING 
Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal background check: Yes
• Motor Vehicle Record check: Yes
• Drug screening: Yes
• Physical exam: Yes
• Psychological exam: No
• Additional: Child Abuse Registry Check

Supplemental information

TOBACCO FREE WORKPLACE POLICY
Williamson County is a tobacco free workplace. The use of tobacco and non-tobacco products such as vapor, e-cigarettes and the use of chewing tobacco or like products is prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.
 
ADDITIONAL INFORMATION
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements