Senior Administrative Specialist

JOB SUMMARY

Reporting directly to a Juvenile Services Manager or Director, responsible for providing advanced administrative support to an assigned division.

EXAMPLES OF WORK PERFORMED

• Provides direct customer service either in person or on the telephone

• Creates and maintains various reports related to assigned division

• Creates and maintains forms, worksheets, and informational materials

• Creates and maintains database records

• Ensures comprehensive filing systems are maintained and up to date

• Assists in planning and executing special projects and events

• Assists with policy and procedure updates

• Copies, files and audits invoices

• Enters and verifies data within the Juvenile Case Management System (JCMS) database

• Cross-trains with office staff in other areas to ensure continuity of departmental operations

• Attends all meetings and trainings, as required

• Performs special duties as assigned

Facilities Assignment

• Reviews, audits and enters various Texas Juvenile Justice Department (TJJD) reports (i.e. disciplinary, incident, injury)

• Oversees supply inventory for the Detention and CORE divisions and makes necessary purchases

• Assists with annual state audits

Court Assignment

• Processes juvenile arrest documentation

• Updates Department of Public Safety (DPS) computerized criminal history and ensures compliance

• Maintains and produces caseload reports

Purchasing Assignment

• Assists with the processing of invoices and expense reports, including the posting of invoices to the appropriate expenditure budget line items

• Assists with reconciliation of monthly bank statements, reports, and processing of checks

• Maintains monthly budget update for Division Directors

• Purchases supplies for the entire department

Records Assignment

• Audits probation files to ensure accuracy

• Communicates with various agencies regarding juvenile information and records

• Serves as the Court Liaison for Motion for Enforcement cases by assisting parents and attorneys with documentation

• Performs Department of Public Safety (DPS) background checks as requested by Probation Officers and maintains detailed report

• Receipts funds for probation, restitution, court, and child support fees

Grant Assignment

• Gathers and analyzes documentation for multiple grants and submits to the corresponding agency

• Enters all JSO/JPO training into ICIS as required by TJJD

• Tracks training hours for all JSO/JSP staff and submits required documentation for initial certification and renewal

• Assists with the Probation Officer/Supervision Officer certification renewal process

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

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 of the job change.

MINIMUM QUALIFICATIONS

• High School diploma or equivalent

• Two (2) years 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

• Three (3) years of clerical experience

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

A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) business days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website atwww.wilco.org/hr.

Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

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.