Associates Degree or Certificate in Business or related field or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Must like working with the public.

Typing skills: 45-55 WPM (accurate).

Two years’ experience in general office procedures.

Training or experience in proofreading, sentence structure, grammar and spelling.

Training or experience in general office procedures, minimum 1 year.

Proficient in the use of Microsoft Word, Excel, PowerPoint, Outlook and Publisher.

Proficient in the use of General Office Equipment.

Preferably bilingual (Spanish/English), but not mandatory.

Must have telephone and report residence.

Must meet pre-employment requirements.

Must have reliable transportation, valid and current Texas Driver’s License and proof of automobile liability insurance coverage.

Must pass a criminal history pre-employment background investigation check through NCIC/TCIC, a local and county sex offender registration data base check and an FBI fingerprint check.

Knowledge of: Bilingual Spanish/English preferred.

Skill/Ability: Laws, state statutes, rules and regulations pertaining to assigned duties. Must be able to work under pressure, prioritize tasks and meet deadlines. Must have strong planning and organizational skills, be efficient, detail oriented and accurate. Must have strong interpersonal, communication, grammar, punctuation, and writing skills. Must have or qualify to obtain a Notary Public Certification. Must be able to work independently and collaboratively with others. Must be able to learn quickly and develop reasonable proficiency in all job functions. Must be able to assist with monitoring/auditing of program services. Assists with the gathering and preparation of statistical information for all quarterly, semiannual and annual reports as requested. Must have knowledge of modern office procedures, methods and computer equipment to include Windows and Microsoft based products.

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:

While working in the office, the incumbent will sit for long periods of time in front of a computer terminal using a keyboard and mouse, requiring hand and finger dexterity, the ability to see well enough to read documents and computer screens; lifting or carrying up to 30 pounds. The employee frequently is required to reach with hands and arms; talk and hear.

Performs administrative and clerical tasks, including general typing duties, correspondence, report and spreadsheet preparation; generates e-mails, generates outgoing correspondence; performs data entry, : processes mail, schedules appointments, faxes documents, acquires office supplies, and makes copies as directed.

Distribution of court documents after respective Court Hearings, update of juvenile and associate contact information in department Juvenile Management Information System (JMIS), and other court-related duties as assigned.

Arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes.

Prepares, updates, and processes declined and closed electronic cases utilizing the case JMIS tracking module.

Create and maintain spreadsheets with information pertaining to warrants, grant compliance, and probation officer caseloads, cases that are Detained and on Home Detention, and documents all completed activities in JMIS.

Generates and maintains statistical reports for Juvenile Probation Managers and Unit Directors on programs, processes, and grants as assigned.

Obtains case file background and restricted information in JMIS and Odyssey Navigator pertaining to juveniles or family members as directed.

Assists in the training of personnel as requested by the Director in the areas of JMIS, On-Call Records Webrms, Odyssey Navigator, Microsoft Outlook, and Microsoft Word, and Excel, contingent upon the clerical employee’s level of expertise.

Scans school and medical records and other documents into JMIS as directed.

Handles confidential, sensitive, and/or restricted information pertaining to juveniles or families and adheres to all laws of confidentiality.

Maintains a comprehensive log on employee addresses and phone numbers.

Receives, distributes, and enters law enforcement offense referrals into JMIS and processes DPS forms to the Records unit as per set processes.

Researches and corrects data entry errors or omissions in JMIS as directed by Juvenile Probation Manager.

Serves as a Notary Public.

May provide English or Spanish Translation verbally during an interview as needed.

Maintains and updates the work and initial appointment schedules for Officers on leave or training assignments.

Assists with the updating of policies and procedures as it applies to assigned duties.

Attends training and seminars in town and out of town to enhance work knowledge and skill as required by the training team and approved by direct supervisor.

Attends staff and supervisory meetings (as directed).

Other duties as assigned by the unit Director.

Lead and/or active role on departmental initiatives and committees and management of departmental projects.

Establishes and maintains files and records; schedules document archive and document disposal; arranges and schedules meetings; prepares and distributes meeting agendas; performs calendaring activities; plans, schedules, and coordinates special events; attends meetings and takes notes and/or minutes as needed.

Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs, training certifications, and statistical summaries; prepares and calculates payroll timesheets and tracks expenses for budget purposes.

Reports any equipment maintenance needs for appropriate action; monitors office supply inventories and assists in coordinating mail pickups through the Field Compliance Unit.

Provides excellent customer service and demonstrates commitment through cooperative team and individual efforts; maintains confidentiality; performs duties for other staff in their absence to ensure continuity of operations.

Participates in and emphasizes training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills; trains others on processes; attends training to maintain departmental requirements.

Provides assistance with front desk reception coverage to include answering phones, greeting members of the public, and providing information or guidance as requested.

Handles incoming phone calls (3000 line) and in person inquires to the Intake Phone Line or the Intake Unit as assigned.

Conducts case file audits and request petitions, processes files and updates the JMIS upon the conclusion the initial Intake appointment, at the start of court ordered supervisions, and at termination of probation and other department and court ordered programs or supervisions.

Coordinates and facilitates interns/volunteers orientation phases, to include data entry and tracking of the intern and volunteers application.

Ensures compatibility of interns/volunteers to program projects assigned and ensures compliance with state mandated (TAC 344.300) and PS SPU policy 2-1 requirements for volunteers and interns.

May assist in referring and scheduling presenters for community engagement activities (schools, civic organizations, etc.) and coordinate with all internal Juvenile Probation Units/for all community engagement initiatives for program/project implementation.

Assist in creating unit specific calendars.

Will serve as the initial point of phone, email, or personal contact for families, outside agencies, other county departments and the general public concerning offense referrals received from law enforcement.

Research information and assists with general inquiries while adhering to laws of confidentiality.

Ability to learn court system and proceedings process to include legal terminology as it applies to assigned duties.

Enters time records for employees.

Conducts audits as assigned.

Performs clerical work associated with contracts.

Performs such other related duties as may be assigned.

Maintains a safe and healthy work place environment.

Reports to:

The Administrative Specialist, Intermediate is accountable to the Manager/Supervisor, Director of Probation, Special Programs, or Intake, to Deputy Chief and Chief Juvenile Probation Officer.

Directs: This is a non-supervisory position

Other: Has frequent contact with other county employees, lawyers, legal staff, law enforcement personnel, other public agencies, and the public.

While performing the duties of this job the noise level in the work environment is usually moderate. Equipment Used: Computer terminal/data processing software; various computer peripheral equipment as required; cell phones; general office equipment as necessary; the employee is occasionally exposed to outside weather conditions.

Job Location (Place(s) where work is performed)

El Paso County Juvenile Probation Department and various locations through the County.

Equipment(Machines, tools, etc., used in job performance)

El Paso County offers a very comprehensive benefit package (some benefits may not apply to part time or temporary employees) consisting of the following:
HOLIDAYS
16 holidays per year as recognized.
VACATION
Accruals are credited on a biweekly basis and available for use as it is accrued after 6 months of continuous service. Year to year carry-over accruals are limited to twice the employee's annual rate. Part-time employees accrue vacation at half the rate of full-time employees.
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)
SICK LEAVE
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.
MISCELLANEOUS PAID LEAVES
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 HEALTH BENEFITS

Plan Costs – Biweekly Rates

Effective January 1, 2024 to December 31, 2024

Medical
Traditional Consumer Driven Health Plan (CDHP)
No Discounts
EE Only $6.12
EE & Spouse $184.71
EE & Children $129.59
EE & Family $302.64
2% Tobacco-Free Discount
EE Only - $6.01
EE & Spouse - $181.02
EE & Children - $127.00
EE & Family - $296.59
4% Wellness Screening & HRA Discount
EE Only - $5.89
EE & Spouse - $177.32
EE & Children - $124.41
EE & Family - $290.53
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $5.76
EE & Spouse - $173.63
EE & Children - $121.81
EE & Family - $284.48
Traditional Core Plan
No Discounts
EE Only - $40.84
EE & Spouse - $287.85
EE & Children - $222.44
EE & Family - $455.90
2% Tobacco-Free Discount
EE Only - $40.02
EE & Spouse - $282.09
EE & Children - $217.99
EE & Family - $446.78
4% Wellness Screening & HRA Discount
EE Only - $39.21
EE & Spouse - $276.34
EE & Children -$213.54
EE & Family - $437.66
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $38.39
EE & Spouse - $270.58
EE & Children - $209.09
EE & Family - $428.55

El Paso County - ACO - Hospitals of Providence Network Plan Options
Consumer Driven Health Plan (CDHP) ACO
No Discounts
EE Only $4.97
EE & Spouse $149.94
EE & Children $105.20
EE & Family $245.67
2% Tobacco-Free Discount
EE Only - $4.88
EE & Spouse - $146.94
EE & Children - $103.10
EE & Family - $240.76
4% Wellness Screening & HRA Discount
EE Only - $4.77
EE & Spouse - $143.94
EE & Children - $100.99
EE & Family - $235.84
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $4.68
EE & Spouse - $140.94
EE & Children - $98.89
EE & Family - $230.93
Core Plan ACO
No Discounts
EE Only - $33.15
EE & Spouse - $233.66
EE & Children - $180.56
EE & Family - $370.08
2% Tobacco-Free Discount
EE Only - $32.49
EE & Spouse - $228.99
EE & Children - $176.95
EE & Family - $362.68
4% Wellness Screening & HRA Discount
EE Only - $31.82
EE & Spouse - $224.31
EE & Children - $173.34
EE & Family - $355.28
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $31.17
EE & Spouse - $219.64
EE & Children - $169.73
EE & Family - $347.88
El Paso County - Narrow Network - University Medical Center (UMC) Plan Options
Consumer Driven Health Plan (CDHP) UMC
No Discounts
EE Only - $5.24
EE & Spouse - $158.27
EE & Children - $111.03
EE & Family - $259.33
2% Tobacco-Free Discount
EE Only - $5.14
EE & Spouse - $155.10
EE & Children - $108.81
EE & Family - $254.13
4% Wellness Screening & HRA Discount
EE Only - $5.04
EE & Spouse - $151.94
EE & Children - $106.59
EE & Family - $248.96
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $4.94
EE & Spouse - $148.77
EE & Children - $104.37
EE & Family - $243.77
Core Plan UMC
No Discounts
EE Only - $35.00
EE & Spouse - $246.64
EE & Children - $190.59
EE & Family - $390.65
2% Tobacco-Free Discount
EE Only - $34.29
EE & Spouse - $241.71
EE & Children - $186.78
EE & Family - $382.84
4% Wellness Screening & HRA Discount
EE Only - $33.59
EE & Spouse - $236.77
EE & Children - $182.97
EE & Family - $375.02
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $32.90
EE & Spouse - $231.84
EE & Children - $179.15
EE & Family - $367.21

Vision
EE Only - $3.16
EE 1 - $5.05
EE & Family - $8.21

Dental WITH Medical Plan
EE Only - $0.00
EE & Spouse - $13.63
EE & Children - $27.25
EE & Family - $40.88
Dental WITHOUT Medical Plan
EE Only - $13.63
EE & Spouse - $27.26
EE & Children - $40.88
EE & Family - $54.51

Vision
EE Only - $3.16
EE 1 - $5.05
EE & Family - $8.21

RETIREMENT
Retirement benefits are provided by the Texas County and District Retirement Fund (TCDRS). Regular employees become a member of TCDRS upon hire. All regular employees are required to contribute 7% to the retirement fund and the County matches 250% upon eligible retirements.

DEFERRED COMPENSATION
Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program.
LIFE INSURANCE
Full-time County employees are provided a basic life insurance benefit of $10,000 life insurance at no cost. Supplemental coverage is available for additional fees.
LONG-TERM DISABILITY
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.
SHORT-TERM DISABILITY
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.
RETIREE HEALTH INSURANCE
Employees who retire from the County are eligible to continue Health Insurance at the rate set by the El Paso County Risk Pool Board.
EMPLOYEE ASSISTANCE PROGRAM
Employees are enrolled in an Employee Assistance Program that provides a variety of counseling services.
SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM
The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.
HEALTHY LIFESTYLE REIMBURSEMENT
Reimbursement of $15 per month for 6 months of continuous gym usage.

EDUCATIONAL ASSISTANCE PROGRAM (EdAP)
Reimbursement up to $2000 per calendar year for eligible education expenses.

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