Departmental Internal Community Services Department - Administrative Specialist, Intermediate

Administrative Specialist, Intermediate

This job posting is open to current employees of El Paso County Community Services Department only.

Acceptable Experience and Education

Associates Certificate in Business or related field with two (2) years of administrative/staff support experience. Depending on area assigned: cashier experience.

Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates, Licenses, and other Requirements

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.

Depending on area assigned:

National Crimes Information Center (NCIC) / Texas Crime Information Center (TCIC) / Texas Law Enforcement Telecommunications System (TLETS) / National Law Enforcement Telecommunications System (NLETS) certification.

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.

Essential Duties

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…