- This position is open to current El Paso County employees only -

Acceptable Experience and Education

Associates Certificate in Business or related field with four (4) years of executive secretarial/staff support experience with one (1) year of office support; to include one (1) year of developmental supervisory or managerial 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 into the County’s network and systems, a personal smart device is required by the hire start date.

Essential Duties

As directed supervises department employees, including assigning and reviewing work, training, providing input or preparing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel;

Motivates and works with employees to correct deficiencies;

Plans, directs, and coordinates, through subordinate-level staff, the department work plan;

Assists with managing the career development and performance of staff assigned;

Meets with management staff to identify and resolve problems;

Assigns projects on areas of responsibility; and reviews and evaluates work methods and procedures;

Assumes responsibility for delegated administrative and clerical tasks, including correspondence, publications, records management, report preparation and e-filing; and other materials from rough draft or from source documents for review and signature; reads and reviews outgoing correspondence; performs data entry, processes billings; receives payments; balances receipts with payments; and mail processing;

Assists with developing internal policies and procedures;

Establishes and maintains files and records; arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes;

Serves as/or as back up as a point of contact via 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; makes appropriate referrals for assistance;

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

Trains on processes;

Schedules document archive and document disposal;

As directed orders and maintains supplies; keeps inventories;

Maintains confidentiality;

Reports any equipment maintenance needs for appropriate action;

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 titles and registrations;

Receives/cashier’s 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 mail;

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; and

Maintains record archive and disposal, mail runs to County’s mail room and delivers correspondence to various departments as needed.

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 ordered expungements and transfers; files and stores documents; attends court; assists with arraignment-jail pleas and sentencing procedures;

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

Investigates legal cases; interviews witnesses; prepares investigative reports;

Provides informational material to news media and general public;

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

Processes voter registrations; processes ballot requests; performs research on voters as required;

Performs criminal searches for customers and agencies as required;

Processes staff mileage and meal expense reports; processes billings; prepares bank deposits;

Processes any and all transactions related to titles and registration;

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 State Motor Vehicle Department and for all transactions;

Required to attend in-house classes and seminars conducted by the County Tax Assessor Collector and/or Texas Department of Motor Vehicles (TxDMV) with changes in the laws and procedures;

Prepares, gathers, and calculates proper documentation, fees, specialty plate requirements, and ownership documents;

Receives, data enters, logs, and distributes priority documents; reviews documents for completion, assesses correct fees, and makes direct contact with appropriate customers to finalize documents; maintains log of records and archives files as necessary;

Makes complex decisions based on research for title and registration transactions to ensure compliance;

Makes complex decisions determining errors in the case and party record in the County’s justice information system and making corrections;

Maintains specialized expertise in TxDMV laws rules, regulations, policies and procedures and utilizes available resources to provide accurate resolution to customer inquiries;

Collaborates with other agencies, TxDMV, State Comptroller, etc. to provide needed information and services to internal and external customers;

Trains staff on title and registration rules, laws and regulation procedures and processes as well as the use of the Registration Title System (RTS) and other various operating systems;

Performs human resource functions by maintaining personnel records; receives and inputs leave requests from staff; checks/verifies information on time sheets; prepares and submits bi-weekly payroll reports; submits requisitions for vacancies; receives applications; prepares lists of applicants; schedules applicants for interviews; types required notices to all applicants;

Creates, develops and maintains program marketing material and conducts program marketing outreach in the community;

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

Communicates and updates the courts, Judges, and attorneys regarding cases;

Maintains, reviews, researches, modifies cases as directed;

Attends court as assigned;

Maintains and ensures case management is updated;

Prepares and files sensitive data such as rushed citations, court referral orders, orders issued for the jail to entail capias, arrest warrants, commitment orders, release orders, and writs;

Prepares check payments;

Create schedules;

Assigns programs on areas of responsibility;

Adjusts and reverses fees/transactions as directed;

Assists with merge errors;

Submits requests and obtains defendant numbers; reports case in systems;

Reports case status and data to agencies;

Reports actions cases on system;

Serves as a liaison between the office and judiciary;

Keeps track and processes Jury members and strikes of Jury;

Ensures information is redacted in accordance with Texas laws and regulation;

Ensures compliance with Texas laws and regulations;

Stays abreast of new trends, innovations in the field, statutes and legislative changes; and

Applies regulated fees.

Other Important Duties -

Performs such other related duties as may be assigned.

Maintains a safe and healthy work place environment.

May be required to travel to satellite branches when assigned or at times, on very short notification.

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.

Summary of Position

The Administrative Specialist, Senior under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from the Administrative Specialist, Intermediate classification by greater work complexity, broader work activities and some lead work authority.

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: the principles and practices of modern office administration; secretarial practices and procedures; business correspondence and report preparation; cashiering and bookkeeping practices, policies, and procedures, including financial record keeping; customer service/public relations practice and procedures; computer peripheral; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products. Depending on area of assignment: legal terminology, court procedures, bookkeeping principles and practices; various software programs; programming; computer hardware; current title and registration laws, rules and regulation; complex title and registration transactions.

Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; interpret and explain policies, procedures, rules, regulations, and state statutes; display an ability to prioritize and manage several tasks; display a high degree of self-motivation; understand report writing and statistics; time management; make sound decisions in an expeditious manner; schedule, supervise, train and evaluate assigned staff; attention to detail and established deadlines; perform routine calculations to count currency, make change, and prepare daily cash reports; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; be tactful and diplomatic in dealing with the public, members and government officials; complete projects on time; operate personal computer using standard office operating software and general office equipment; maintain filing systems, compile and organize information; communicate effectively both orally and in writing; make mathematical computations; and establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation. Depending on area of assignment: may require bilingual in Spanish; and typing speed of 45 words per minute.

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:

- Demonstrate regular and reliable attendance;

- Work well with others and participate fully in a team-oriented environment;

- Interface with other employees and customers in a courteous and respectful manner;

- Maintain strict confidentiality;

- Project positive support of their department and all county organizations at all times; and,

- Maintain and enhance the County’s commitment to customer service excellence

Organizational Relationships

Reports to: Manager, Department Head or Elected Official or designee

Directs: Provides lead work.

Other: Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies and the general public.