Senior Administrative Specialist

Reporting directly to a Juvenile Services Manager or Director, responsible for providing advanced administrative support to an assigned division.

• Provides direct customer service either in person or on the telephone
• Creates and maintains various reports related to assigned division
• Creates and maintains forms, worksheets, and informational materials
• Creates and maintains database records
• Ensures comprehensive filing systems are maintained and up to date
• Assists in planning and executing special projects and events
• Assists with policy and procedure updates
• Copies, files and audits invoices
• Enters and verifies data within the Juvenile Case Management System (JCMS) database
• Cross-trains with office staff in other areas to ensure continuity of departmental operations
• Attends all meetings and trainings, as required
• Performs special duties as assigned

• Reviews, audits and enters various Texas Juvenile Justice Department (TJJD) reports (i.e. disciplinary, incident, injury)
• Oversees supply inventory for the Detention and CORE divisions and makes necessary purchases

• Assists with annual state audits

• Processes juvenile arrest documentation
• Updates Department of Public Safety (DPS) computerized criminal history and ensures compliance
• Maintains and produces caseload reports

• Assists with the processing of invoices and expense reports, including the posting of invoices to the appropriate expenditure budget line items
• Assists with reconciliation of monthly bank statements, reports, and processing of checks
• Maintains monthly budget update for Division Directors
• Purchases supplies for the entire department

• Audits probation files to ensure accuracy
• Communicates with various agencies regarding juvenile information and records
• Serves as the Court Liaison for Motion for Enforcement cases by assisting parents and attorneys with documentation
• Performs Department of Public Safety (DPS) background checks as requested by Probation Officers and maintains detailed report
• Receipts funds for probation, restitution, court, and child support fees

• Gathers and analyzes documentation for multiple grants and submits to the corresponding agency
• Enters all JSO/JPO training into ICIS as required by TJJD
• Tracks training hours for all JSO/JSP staff and submits required documentation for initial certification and renewal
• Assists with the Probation Officer/Supervision Officer certification renewal process

• Reports directly to – Juvenile Services Manager or Director
• Direct Reports – No

• Position involves prolonged standing, sitting, walking, reaching, twisting, pushing, pulling, kneeling, bending, talking, and listening
• Position involves some driving related to errands and meetings

• Work is primarily indoors in an air‑conditioned environment
• Occasional contact with persons accused or adjudicated of crimes

• Work outside of the normal office hours (Monday‑Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency
• Regular attendance is required

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

• High School diploma or equivalent
• Two (2) years of clerical experience in a professional office environment
• Working knowledge of Microsoft Office Suite

• Valid Texas driver’s license
• Court Assignment:
  Level IV CJIS certification

• Three (3) years of clerical experience

• Criminal background check:
  Yes
• Motor Vehicle Record check:
  Yes
• Drug screening:
  Yes
• Physical exam:
  Yes
• Psychological exam:
  No
• Additional:
  Child Abuse Registry Check,The Diana Screen®

A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until…