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NEOGOV · 14 hours ago

(INTERNAL ONLY) DOMESTIC RELATIONS OFFICE - ADMINISTRATIVE SPECIALIST, INTERMEDIATE

TX 79901, TX

Full-time

Onsite

Entry, Mid Level

$43K/yr - $43K/yr

2+ years exp

NEOGOV is seeking an Administrative Specialist, Intermediate to provide clerical, administrative, and cashier support to a specific County office or department. The role involves performing a variety of administrative tasks, serving as a point of contact for inquiries, and maintaining records while ensuring excellent customer service.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

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; and

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

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

Qualification

Administrative supportCash handlingCustomer serviceMicrosoft OfficeTyping speed 45 wpmBilingual in SpanishAttention to detailInterpersonal communicationConfidentiality

Required

Associates Certificate in Business or related field with two (2) years of administrative/staff support experience

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

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 the County's network and systems, a personal mobile smart device is required by the hire start date

National Crimes Information Center (NCIC) / Texas Crime Information Center (TCIC) / Texas Law Enforcement Telecommunications System (TLETS) / National Law Enforcement Telecommunications System (NLETS) certification depending on area assigned

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

Knowledge of laws, state statutes, rules and regulations pertaining to area assigned county department policies

Knowledge of the principles and practices of modern office administration

Knowledge of secretarial practices and procedures

Knowledge of business correspondence and report preparation

Knowledge of customer service/public relations practice and procedures

Knowledge of English usage, grammar, punctuation and spelling

Knowledge of techniques for effective interpersonal communications

Knowledge of 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

Skill/Ability to perform word processing and data entry

Skill/Ability to perform routine clerical work including maintenance of appropriate records and preparations of general reports

Skill/Ability to verify and cross check files and data

Skill/Ability to maintain confidential records and reports

Skill/Ability to be tactful and diplomatic in dealing with the public, members and government officials

Skill/Ability to complete projects on time

Skill/Ability to operate personal computer using standard office operating software and general office equipment

Skill/Ability to maintain filing systems, compile and organize information

Skill/Ability to communicate effectively both orally and in writing

Skill/Ability to make mathematical computations

Skill/Ability to establish and maintain cooperative and effective relationships with those contacted during the course of work

Pass a background investigation

Preferred

Bilingual in Spanish

Typing speed of 45 words per minute

Benefits

16 holidays per year as recognized.

Accruals are credited on a biweekly basis and available for use as it is accrued after 6 months of continuous service.

10 days (1 through less than 5 years of service)

15 days (5 through less than 15 years of service)

20 days (15 years of service or over)

Accruals are credited on a biweekly basis and available for use as it is accrued after 3 months of full time service.

Employees accrue 15 days of sick leave per year.

Military Leave – 15 days of paid leave per fiscal year for active military service

Bereavement Leave – 3 days of paid leave for the death of an immediate family members and 4 hours for other family members and friends.

Medical Consumer Driven Health Plan (CDHP)

Core Plan

Retirement benefits are provided by the Texas County and District Retirement Fund (TCDRS).

Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program.

Full-time County employees are provided a basic life insurance benefit of $10,000 life insurance at no cost.

The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident for a period above 90 days.

The Short-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident for a period shorter than 90 days.

Employees who retire from the County are eligible to continue Health Insurance at the rate set by the El Paso County Risk Pool Board.

Employees are enrolled in an Employee Assistance Program that provides a variety of counseling services.

The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.

Reimbursement of $15 per month for 6 months of continuous gym usage.

Reimbursement up to $2000 per calendar year for eligible education expenses.

The Employee Fitness and Wellness Center opened in October 2021 at the County Courthouse. The cost is $5 per employee per month.