Administrative Coordinator

Job Description

This position is responsible for providing administrative support to the Dallas County Attorney’s office.

Job Duties

• Prepares correspondence, reports, and other documents; provides administrative support to the management staff.
• Performs general administrative duties including but not limited to: processes incoming and outgoing mail, scanning, and interoffice and electronic filing for management staff.
• Schedules and cancels appointments and maintains calendars as needed for management staff;
• Assist in maintaining conference room calendars; schedules conference rooms for classes, meetings, depositions, conferences, and press briefings.
• Provide physical support for classes, meetings, depositions, conferences, and press briefings.
• Assist management staff with the onboarding and offboarding of Department employees and ensure that all access is granted or terminated accordingly.
• Assist management staff in processing department timesheets; and Human Resources paperwork including the processing of employee paperwork, including new employee paperwork; and create and submit payroll change forms.
• Assist in maintaining attendance, leave, and work from home tracking records for attorneys and management staff.
• Performs general clerical duties as assigned by management staff such as photocopying, filing, faxing, typing, and deliveries.
• May serve as back-up to Legal Secretaries as needed.
• Maintains the calendar and schedule for ride-alongs and law enforcement trainings related to staff attorneys.
• Serve as the point of contact for press, and assist in media relations and press briefings.
• Provide support to the victim witness coordinator when delegated by management staff.
• Provide support for office related travel for management staff and attorneys.
• Maintain Continuing Legal Education and Client Security Commission information for attorneys.
• Coordinates with County IT Department to keep the County Attorney section of the website up to date.
• Assist management staff in preparing and processing departmental claims, verifying invoices, provides resolution to claim discrepancies in a timely manner and assist with monitoring, tracking and preparing the department budget.
• Assures office equipment is maintained, and monitors and initiates purchase of office supplies.
• Performs related duties as assigned by management staff.

Qualifications

EDUCATION/EXPERIENCE

• High School Diploma or equivalent.
• One to two years work related experience as an Executive Assistant, or similar.

• Knowledge of modern office practices and procedures.

• Knowledge of county and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in prioritizing, organizing, planning, taking initiative and working independently.
• Skill in meeting internal and external deadlines.
• Skill in the maintenance of files and records.
• Skill in the management of budgets.
• Skill in interpersonal relations.
• Skill in creating a quality and accurate work product in a timely manner.
• Skill in effective, professional, tactful and confident oral and written communication.
• Skill in operating computers and job-related software programs.
• Skill in Microsoft Office and Adobe programs.

Supplemental Information

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee uses tools or equipment requiring a high degree of dexterity and distinguishes between shades of color.

• The work is typically performed in an office.

Dallas County is an Equal Opportunity Employer. Women, minorities and persons with disabilities are encouraged to apply.