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NEOGOV · 20 hours ago

DISTRICT CLERK'S DEPARTMENT - ADMINISTRATIVE SPECIALIST

TX 79901, TX

Full-time

Onsite

Entry Level

$37K/yr - $37K/yr

2+ years exp

NEOGOV is seeking an Administrative Specialist for the District Clerk's Office in El Paso County. The role involves providing clerical, administrative, and cashier support to the department, serving as a point of contact for inquiries, and maintaining records and files.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

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

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

Processes voter registrations; processes ballot requests; performs research on voters 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; verifies and ensures lists are updated and distributed to proper personnel

Jail population management by research and screening pending court reports; Operates switchboard; directs calls to appropriate location

Translates as necessary

Understands and maintains HIPPA regulations

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

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

Performs such other related duties as may be assigned

Maintains a safe and healthy workplace environment

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

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

Qualification

Office AdministrationCustomer ServiceCashieringOdyssey Case ManagementBilingual in SpanishData EntryWord ProcessingAttention to DetailConfidentialityEffective Communication

Required

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

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

Knowledge of principles and practices of modern office administration; cashiering and bookkeeping practices, policies, and procedures, including financial record keeping; customer service/public relations practice and procedures; Odyssey case management system; English usage, office methods, adding machines; computer; procedures and equipment including filing systems

Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; 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 a personal computer and various software applications; conduct mathematical calculations, prepare clear and concise reports, communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work

Pass a background investigation

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

Maintain and enhance the County's commitment to customer service excellence

Preferred

Depending on area of assignment: may require bilingual in Spanish

Typing speed of 45 words per minute

Benefits

16 holidays per year as recognized.

Accruals are credited on a biweekly basis and available for use as it is accrued after 6 months of continuous service. Year to year carry-over accruals are limited to twice the employee's annual rate. Part-time employees accrue vacation at half the rate of full-time employees.

15 days of sick leave per year.

Military Leave – 15 days of paid leave per fiscal year for active military service

Bereavement Leave – 3 days of paid leave for the death of an immediate family members and 4 hours for other family members and friends.

Medical Consumer Driven Health Plan (CDHP)

Retirement benefits are provided by the Texas County and District Retirement Fund (TCDRS).

Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program.

Full-time County employees are provided a basic life insurance benefit of $10,000 life insurance at no cost.

The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident for a period above 90 days.

The Short-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident for a period shorter than 90 days.

Employees who retire from the County are eligible to continue Health Insurance at the rate set by the El Paso County Risk Pool Board.

Employees are enrolled in an Employee Assistance Program that provides a variety of counseling services.

The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.

Reimbursement of $15 per month for 6 months of continuous gym usage.

Reimbursement up to $2000 per calendar year for eligible education expenses.

The Employee Fitness and Wellness Center opened in October 2021 at the County Courthouse. The cost is $5 per employee per month.