Juvenile Probation Department - Executive Unit - Administrative Specialist Intermediate

Acceptable Experience and Education

Associate degree or certificate in business or related field from an accredited university or college with two (2) years of administrative/staff support experience.

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

May require being bilingual in Spanish.

Personal mobile smart device required by hire start date to access County network and systems.

Must have or qualify for Notary Public certification.

Must have telephone and report residence.

Depending on area of assignment:
Must have a valid driver's license with an acceptable driving record. Proof of automobile liability insurance coverage required.

Knowledge of laws, state statutes, rules and regulations pertaining to assigned duties; secretarial practices and procedures; business correspondence and report preparation; customer service/public relations; court system; legal terminology; cashiering and bookkeeping;
English usage, grammar, punctuation; interpersonal communications; modern office procedures, methods, and computer equipment including Windows and Microsoft products.

Skills/Abilities include strong planning, organizational, efficient, detail-oriented, accurate; work independently and collaboratively; monitor/audit program services; comply with security measures; learn procedures of assigned county department; attention to deadlines; perform word processing and data entry; routine clerical work including record maintenance and report preparation; verify and cross-check files; maintain confidentiality; be diplomatic; complete projects on time; operate personal computer; maintain filing systems;

perform routine calculations; economic development principles; research and statistical analysis; math computations; maintain relationships; proficient in Microsoft Word, Excel, PowerPoint, Outlook, Publisher; pass a Criminal Background Check.

• Demonstrate regular and reliable attendance.
• Work well with others in a team-oriented environment.
• Interface courteously with employees and customers.
• Maintain strict confidentiality.
• Project positive support of the department and all county organizations.
• Maintain and enhance the County’s commitment to customer service excellence.

• Performs administrative and clerical tasks: typing, correspondence, report and spreadsheet preparation, email generation.
• Data entry, mail processing, appointment scheduling, faxing, office supplies acquisition, copying.
• Initial point of contact for participants, outside agencies, other county departments, and the public concerning inquiries or complaints about programs/services.
• Researches information and provides referrals as directed.
• Assists front desk reception: answering phones, greeting members, providing information.
• Substitutes during temporary absences to maintain continuity of operations.
• Commit to excellent customer service and teamwork.
• Participates in training and mentoring to develop leadership, management, and technical skills.

• Processes requisitions and purchase orders for program operations and office supplies.
• Monitors key dates and assists in yearly budget preparation.
• Organizes and maintains supply room, performs inventory, maintains control log.
• Coordinates intern/volunteer orientation and tracks applications.
• Ensures compliance with state mandated volunteer policies.
• Assists in scheduling presenters for community engagement activities.
• Creates unit-specific calendars.
• Conducts audits as assigned.
• Performs clerical work related to contracts.

• Schedules appointments for psychiatric evaluations and follow-ups.
• Completes data collection and analysis for grant funds and quarterly reporting.
• Maintains database and training records for licensed personnel.

• Maintains resident pre- and post- adjudication program documentation.
• Files documentation for TAC 343 audits.
• Manages inventory control and supplies ordering.
• Creates requisitions for daily operations.
• Receives merchandise and submits…