Administrative Assistant​/Office Manager

Job Opportunities

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Under the general supervision of the Chief Probation Officer, this position provides critical clerical and administrative support to probation officers and department leadership while maintaining the highest level of confidentiality and professionalism in support of the Juvenile Probation Department's mission of promoting public safety, rehabilitation, and accountability. The Chief Probation Officer and the Deputy Chief Probation Officer have discretion to add or modify duties of the job and to designate other functions as essential at any time.

• Perform a variety of administrative duties, including data entry, filing, record maintenance, processing restitution orders, and preparing correspondence
• Schedule and coordinate board meetings, prepare agendas, and record meeting minutes
• Prepare and maintain digital case files (JCMS and Guardify), reports, and confidential documentation in compliance with department policies
• Greet visitors, answer incoming calls, take messages, and direct inquiries to appropriate staff
• Complete and submit required local and state reports in Fluxx, CJIS, and JCMS
• Manage all payment transactions, ensuring accuracy, compliance with financial regulations, and prompt processing of restitution payments to designated recipients
• Support departmental projects and assist with local and state audits
• Maintain office supply inventory and submit facilities work orders as needed
• Create and manage the on-call calendar for probation officers
• Manage employee compliance records, including background checks, training logs, and certification renewals
• Process and maintain payroll records, ensuring accuracy and timely employee compensation
• Attend overnight training as required

The qualifications listed below represent the required knowledge, skill, and/or ability. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.

Any combination of education and experience would provide the qualifying knowledge, skills, and abilities to perform in the position successfully.

• A High School diploma or equivalent is required.

Must possess a valid and appropriate Texas Class C driver’s license and acceptable driving record at the time of appointment and throughout employment in this class series.

To perform this job successfully, an individual must demonstrate the following:

• Excellent verbal and written communication skills
• Strong organizational skills and exceptional attention to detail
• Ability to manage sensitive and confidential information with integrity
• Strong spelling, grammar, and accurate keyboarding skills
• Proficiency in Microsoft Excel, Word, and Outlook
• Ability to operate standard office equipment (computer, copier, scanner, fax)
• Effective time management skills with reliability and punctuality
• Ability to multitask and adapt to changing priorities with minimal notice
• Strong interpersonal skills and ability to work collaboratively in a team environment
• Sound judgment and high ethical standards
• Professional appearance and demeanor at all times
• Willingness to work in a professional setting, serving the criminal offender population
• Reliable transportation required
• Bilingual (English/Spanish) preferred but not required

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Work is performed primarily in a standard climate-controlled office and requires sufficient physical mobility to work in an office setting with prolonged exposure to computer screens, to stand or sit for prolonged periods of time, walking, standing, stooping, bending, kneeling, and lifting to 35 pounds.

Need manual dexterity and visual acuity. Must be able to operate office equipment requiring…