Community Services Department - Administrative Specialist

Job Title

Administrative Specialist

The Administrative Specialist under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department.

* Bilingual in English/ Spanish highly preferred*

Acceptable Experience and Education

High school diploma or equivalent and two (2) years of office/secretarial with six (6) months cashier and/or customer service experience;

Depending on area assigned :
High school diploma or equivalent and 12 credit hours in Criminal Justice, or Business Administration and 1 year of office/secretarial experience.

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

Certificates, Licenses, and other Requirements (Depending on area of assignment):

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.

Essential Duties

Performs administrative and clerical tasks, performs data entry;
Establishes and maintains files and records;

May serve as the initial point of contact by 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;

Gathers, organizes, and summarizes information for special projects; assists with preparing various routine and complex reports, tables, graphs, and statistical summaries;

Trains on processes;

Maintains confidentiality;

May report any equipment maintenance needs for appropriate action;

May schedule document/record archive and disposal;

Depending on area assigned:

May receive 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;

Processes registrations;

Evaluates and ensures proper documentation;

Provides information to customers on all phases of service provided;

Process billings; may receive payments; balances receipts with cash, credit cards, etc.; and processes mail;

Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out;

Processes check payments to jurors and provide the Auditor's Office the check register of all the payments;

Notarizes documents;

As directed provides informational material to news media and general public;

Arranges and schedules meetings; prepares and distributes meeting agendas;

Attends meetings and takes notes and/or minutes;

Performs calendaring activities; plans, schedules and coordinates special events;

Orders and maintains supplies; keeps inventories;

Makes travel arrangements; prepares itineraries; prepares and submits travel items for approval; processes and submits travel vouchers with corresponding receipt documentation for payment;

Processes and reviews purchase orders and invoices; authorizes payments up to specific limits; monitors spending and budget balances, encumbrances, transfers and appropriations;

Processes voter registrations; processes ballot requests; performs research on voters as required;
Performs case searches for customers and agencies as required;

Replaces license plates, stickers, and disabled placards;

Ensures identification and proof of financial liability are presented at time of vehicle registration(s) and/or title transfer(s);

Operates Registration and Title System (RTS) terminal to retrieve information from Texas Department of Motor Vehicle (TxDMV) and for all transactions;

Required to attend in-house classes and seminars conducted by the County Tax Assessor Collector and/or TxDMV dealing with changes in the laws and procedures;

Issues citations;

Verifies documents;

Assists with Subpoenas;

Creates and maintains lists;…