Minimum Qualifications
Minimum Requirements: Knowledge, Skills, and Abilities
Skill/Ability: Laws, state statutes, rules and regulations pertaining to assigned duties. Must be able to work under pressure, prioritize tasks and meet deadlines. Must have strong planning and organizational skills, be efficient, detail oriented and accurate. Must have strong interpersonal, communication, grammar, punctuation, and writing skills. Must have or qualify to obtain a Notary Public Certification. Must be able to work independently and collaboratively with others. Must be able to learn quickly and develop reasonable proficiency in all job functions. Must be able to assist with monitoring/auditing of program services. Assists with the gathering and preparation of statistical information for all quarterly, semiannual and annual reports as requested. Must have knowledge of modern office procedures, methods and computer equipment to include Windows and Microsoft based products.
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
Physical Demands
Typical Duties
Distribution of court documents after respective Court Hearings, update of juvenile and associate contact information in department Juvenile Management Information System (JMIS), and other court-related duties as assigned.
Arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes.
Prepares, updates, and processes declined and closed electronic cases utilizing the case JMIS tracking module.
Create and maintain spreadsheets with information pertaining to warrants, grant compliance, and probation officer caseloads, cases that are Detained and on Home Detention, and documents all completed activities in JMIS.
Generates and maintains statistical reports for Juvenile Probation Managers and Unit Directors on programs, processes, and grants as assigned.
Obtains case file background and restricted information in JMIS and Odyssey Navigator pertaining to juveniles or family members as directed.
Assists in the training of personnel as requested by the Director in the areas of JMIS, On-Call Records Webrms, Odyssey Navigator, Microsoft Outlook, and Microsoft Word, and Excel, contingent upon the clerical employee’s level of expertise.
Scans school and medical records and other documents into JMIS as directed.
Maintains a comprehensive log on employee addresses and phone numbers.
Receives, distributes, and enters law enforcement offense referrals into JMIS and processes DPS forms to the Records unit as per set processes.
Researches and corrects data entry errors or omissions in JMIS as directed by Juvenile Probation Manager.
Serves as a Notary Public.
May provide English or Spanish Translation verbally during an interview as needed.
Maintains and updates the work and initial appointment schedules for Officers on leave or training assignments.
Assists with the updating of policies and procedures as it applies to assigned duties.
Attends training and seminars in town and out of town to enhance work knowledge and skill as required by the training team and approved by direct supervisor.
Attends staff and supervisory meetings (as directed).
Other duties as assigned by the unit Director.
Lead and/or active role on departmental initiatives and committees and management of departmental projects.
Establishes and maintains files and records; schedules document archive and document disposal; arranges and schedules meetings; prepares and distributes meeting agendas; performs calendaring activities; plans, schedules, and coordinates special events; attends meetings and takes notes and/or minutes as needed.
Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs, training certifications, and statistical summaries; prepares and calculates payroll timesheets and tracks expenses for budget purposes.
Reports any equipment maintenance needs for appropriate action; monitors office supply inventories and assists in coordinating mail pickups through the Field Compliance Unit.
Provides excellent customer service and demonstrates commitment through cooperative team and individual efforts; maintains confidentiality; performs duties for other staff in their absence to ensure continuity of operations.
Participates in and emphasizes training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills; trains others on processes; attends training to maintain departmental requirements.
May serve as back up:
Depending on area assigned:
Conducts case file audits and request petitions, processes files and updates the JMIS upon the conclusion the initial Intake appointment, at the start of court ordered supervisions, and at termination of probation and other department and court ordered programs or supervisions.
Coordinates and facilitates interns/volunteers orientation phases, to include data entry and tracking of the intern and volunteers application.
Ensures compatibility of interns/volunteers to program projects assigned and ensures compliance with state mandated (TAC 344.300) and PS SPU policy 2-1 requirements for volunteers and interns.
May assist in referring and scheduling presenters for community engagement activities (schools, civic organizations, etc.) and coordinate with all internal Juvenile Probation Units/for all community engagement initiatives for program/project implementation.
Assist in creating unit specific calendars.
Will serve as the initial point of phone, email, or personal contact for families, outside agencies, other county departments and the general public concerning offense referrals received from law enforcement.
Research information and assists with general inquiries while adhering to laws of confidentiality.
Ability to learn court system and proceedings process to include legal terminology as it applies to assigned duties.
Enters time records for employees.
Conducts audits as assigned.
Performs clerical work associated with contracts.
Other Important Duties*
Job Summary
The Administrative Specialist, Intermediate, under general supervision, performs complex and detailed clerical and administrative support duties to a specific County office or department.
Additional Information
Directs: This is a non-supervisory position
Work Environment
The above is intended to describe the general nature and level of work being performed by this position. The statements are not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Job Location (Place(s) where work is performed)
Equipment(Machines, tools, etc., used in job performance)
- Personal Computer
- Computer terminal
- Copy machine
- General office equipment
- Other equipment related to job performance
- Cell phone
HOLIDAYS
16 holidays per year as recognized.
VACATION
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.
10 days (1 through less than 5 years of service)
15 days (5 through less than 15 years of service)
20 days (15 years of service or over)
SICK LEAVE
Accruals are credited on a biweekly basis and available for use as it is accrued after 3 months of full time service. Employees accrue 15 days of sick leave per year.
MISCELLANEOUS PAID LEAVES
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 HEALTH BENEFITS
Plan Costs – Biweekly Rates
Effective January 1, 2024 to December 31, 2024
Medical
Traditional Consumer Driven Health Plan (CDHP)
No Discounts
EE Only $6.12
EE & Spouse $184.71
EE & Children $129.59
EE & Family $302.64
2% Tobacco-Free Discount
EE Only - $6.01
EE & Spouse - $181.02
EE & Children - $127.00
EE & Family - $296.59
4% Wellness Screening & HRA Discount
EE Only - $5.89
EE & Spouse - $177.32
EE & Children - $124.41
EE & Family - $290.53
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $5.76
EE & Spouse - $173.63
EE & Children - $121.81
EE & Family - $284.48
Traditional Core Plan
No Discounts
EE Only - $40.84
EE & Spouse - $287.85
EE & Children - $222.44
EE & Family - $455.90
2% Tobacco-Free Discount
EE Only - $40.02
EE & Spouse - $282.09
EE & Children - $217.99
EE & Family - $446.78
4% Wellness Screening & HRA Discount
EE Only - $39.21
EE & Spouse - $276.34
EE & Children -$213.54
EE & Family - $437.66
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $38.39
EE & Spouse - $270.58
EE & Children - $209.09
EE & Family - $428.55
El Paso County - ACO - Hospitals of Providence Network Plan Options
Consumer Driven Health Plan (CDHP) ACO
No Discounts
EE Only $4.97
EE & Spouse $149.94
EE & Children $105.20
EE & Family $245.67
2% Tobacco-Free Discount
EE Only - $4.88
EE & Spouse - $146.94
EE & Children - $103.10
EE & Family - $240.76
4% Wellness Screening & HRA Discount
EE Only - $4.77
EE & Spouse - $143.94
EE & Children - $100.99
EE & Family - $235.84
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $4.68
EE & Spouse - $140.94
EE & Children - $98.89
EE & Family - $230.93
Core Plan ACO
No Discounts
EE Only - $33.15
EE & Spouse - $233.66
EE & Children - $180.56
EE & Family - $370.08
2% Tobacco-Free Discount
EE Only - $32.49
EE & Spouse - $228.99
EE & Children - $176.95
EE & Family - $362.68
4% Wellness Screening & HRA Discount
EE Only - $31.82
EE & Spouse - $224.31
EE & Children - $173.34
EE & Family - $355.28
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $31.17
EE & Spouse - $219.64
EE & Children - $169.73
EE & Family - $347.88
El Paso County - Narrow Network - University Medical Center (UMC) Plan Options
Consumer Driven Health Plan (CDHP) UMC
No Discounts
EE Only - $5.24
EE & Spouse - $158.27
EE & Children - $111.03
EE & Family - $259.33
2% Tobacco-Free Discount
EE Only - $5.14
EE & Spouse - $155.10
EE & Children - $108.81
EE & Family - $254.13
4% Wellness Screening & HRA Discount
EE Only - $5.04
EE & Spouse - $151.94
EE & Children - $106.59
EE & Family - $248.96
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $4.94
EE & Spouse - $148.77
EE & Children - $104.37
EE & Family - $243.77
Core Plan UMC
No Discounts
EE Only - $35.00
EE & Spouse - $246.64
EE & Children - $190.59
EE & Family - $390.65
2% Tobacco-Free Discount
EE Only - $34.29
EE & Spouse - $241.71
EE & Children - $186.78
EE & Family - $382.84
4% Wellness Screening & HRA Discount
EE Only - $33.59
EE & Spouse - $236.77
EE & Children - $182.97
EE & Family - $375.02
6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $32.90
EE & Spouse - $231.84
EE & Children - $179.15
EE & Family - $367.21
Vision
EE Only - $3.16
EE + 1 - $5.05
EE & Family - $8.21
Dental WITH Medical Plan
EE Only - $0.00
EE & Spouse - $13.63
EE & Children - $27.25
EE & Family - $40.88
Dental WITHOUT Medical Plan
EE Only - $13.63
EE & Spouse - $27.26
EE & Children - $40.88
EE & Family - $54.51
Vision
EE Only - $3.16
EE + 1 - $5.05
EE & Family - $8.21
RETIREMENT
Retirement benefits are provided by the Texas County and District Retirement Fund (TCDRS). Regular employees become a member of TCDRS upon hire. All regular employees are required to contribute 7% to the retirement fund and the County matches 250% upon eligible retirements.
DEFERRED COMPENSATION
Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program.
LIFE INSURANCE
Full-time County employees are provided a basic life insurance benefit of $10,000 life insurance at no cost. Supplemental coverage is available for additional fees.
LONG-TERM DISABILITY
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.
SHORT-TERM DISABILITY
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.
RETIREE HEALTH INSURANCE
Employees who retire from the County are eligible to continue Health Insurance at the rate set by the El Paso County Risk Pool Board.
EMPLOYEE ASSISTANCE PROGRAM
Employees are enrolled in an Employee Assistance Program that provides a variety of counseling services.
SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM
The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.
HEALTHY LIFESTYLE REIMBURSEMENT
Reimbursement of $15 per month for 6 months of continuous gym usage.
EDUCATIONAL ASSISTANCE PROGRAM (EdAP)
Reimbursement up to $2000 per calendar year for eligible education expenses.
EMPLOYEE FITNESS AND WELLNESS CENTER
The Employee Fitness and Wellness Center opened in October 2021 at the County Courthouse. The cost is $5 per employee per month.