Senior Administrative Specialist- Core

Salary: $17.56 - $20.19 Hourly
Location : Georgetown: 200 Wilco Way, TX
Job Type: Full-Time
Job Number: 14.02529
Department: Juvenile Services
Opening Date: 12/27/2023
Closing Date: 1/3/2024 5:00 PM Central
FLSA: Non-Exempt
JOB SUMMARY
Reporting directly to a Juvenile Services Manager or Director, responsible for providing advanced administrative support to an assigned division.
EXAMPLES OF WORK PERFORMED

• 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

Facilities Assignment

• 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

Court Assignment

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

Purchasing Assignment

• 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

Records Assignment

• 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

Grant Assignment

• 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

ORGANIZATION RELATIONSHIPS

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

PHYSICAL DEMANDS

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

ENVIRONMENTAL FACTORS

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

IRREGULAR HOURS

• 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

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.
MINIMUM QUALIFICATIONS

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

LICENSES AND CERTIFICATIONS
Required within thirty (30) days of employment

• Valid Texas driver's license

PREFERRED QUALIFICATIONS

• Three (3) years of clerical experience

EMPLOYMENT TESTING
Employment is contingent on passing any post-offer pre-employment screening as listed below:

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

SUPPLEMENTAL INFORMATION
A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) business days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilco.org/hr.
Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.
TOBACCO FREE WORKPLACE POLICY
Williamson County is a tobacco free workplace. The use of tobacco and non-tobacco products such as vapor, e-cigarettes and the use of chewing tobacco or like products is prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.
Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.
Williamson County offers a full range of employee benefit programs for eligible full-time employees, retirees, and their families. These programs include group health plans for medical and dental coverage; an Employee Assistance Program (EAP); life; short- term disability and long-term disability insurance; and flexible spending accounts for health care and dependent care reimbursements.
The County also provides retirement benefits. Full-time & part-time employees participate in the Texas County & District Retirement System (TCDRS), and employees may also participate in a retirement savings program (Deferred Compensation). In addition to these basic employee benefits and retirement services, employees benefit from a variety of other programs including 12 paid holidays. For more details please contact Williamson County Human Resources at 512-943-1533.
01
Do you have a high school diploma, or equivalent?

• Yes
• No

02
Do you possess two (2) years of clerical experience in a professional office environment?

• Yes
• No

03
Texas Administrative Code: RULE §344.200: This position requires you are at least 21 years of age at date of hire. Are you able to meet this requirement?

• Yes
• No

04
Due to the nature of this position, the successful applicant must be able to pass a comprehensive criminal records check. The offer of employment will be contingent upon a non-disqualifying criminal history/sex offender registration background check, child abuse registry check, and passing a drug test and physical exam (provided by County). I am able to meet this requirement.

• Yes
• No

05
Do you possess or have the ability to obtain a valid driver's license within 30 days of hire?

• Yes
• No

06
This position requires a driving records check as part of the selection process. In order to be considered for this position, your driving record may not include any of the following conditions during the last 36-months. Any driving convictions involving:• Driving under the influence of alcohol or a controlled substance;• Refusing to submit to a test to determine alcohol or controlled substance concentration• Leaving scene of crash• Vehicular manslaughter/homicide• Using vehicle to commit a felony; • Losing your license or driving while license is suspended;• Two or more reckless driving violations, negligent crash or violation with a pedestrian; • Three or more violations while operating a motor vehicle

• I attest that my driving record does not meet or exceed the number of violations and/or offenses listed above, and I am eligible to be considered for this position. I am able to provide a copy of my driving record at the time of interview.
• I AM NOT ELIGIBLE to be considered for this position. My driving record meets or exceeds the number of violations and/or offenses listed above.

07
Which best describes your skill level using Microsoft Word?

• Beginner: Experience with creating documents, saving, printing, editing, setting tabs and indents, and using proofing tools to correct spelling and grammar.
• Intermediate: All of the skills listed above PLUS creating and using templates, using the letter wizard, creating envelopes and labels, formatting with styles, headers and footers, creating and formatting tables, graphics and watermarks.
• Advanced: All of the skills listed above PLUS creating and saving forms as templates, inserting text, checkbox and drop down form fields, and creating form letters and mailing labels.
• Expert: All of the skills listed above PLUS modifying default settings, working with toolbars, using worksheets and charts in documents, creating tables of figures, inserting, cross references and hyperlinks.
• No significant experience using Microsoft Word.

08
Which best describes your skill level using Microsoft Excel?

• Beginner: Experience with creating, modifying and printing worksheets; moving, copying and pasting data; working with basic formulas and functions; working with multiple worksheets; and working with charts.
• Intermediate: All of the skills listed above PLUS using named cells, ranges and formulas; Calculating using advanced functions such as NOW, DATE, VLOOKUP, IF, PMT, and FV; formatting zero and negative values; importing and exporting data; linking workbooks; performing basic and advanced sorting; using AutoFilter and Advanced Filter.
• Advanced: All of the skills listed above PLUS using worksheets as databases; recording, running and editing macros; querying an external database; refreshing and sorting a PivotTable; creating custom views, reports and Pivot Charts.
• Expert: All of the skills listed above PLUS customizing Excel options and toolbars; creating workspaces; creating and editing templates; running Macros from menus and worksheet button; displaying dialog boxes and message boxes in macros.
• No significant experience using Microsoft Excel.

09
Describe your level of experience with SharePoint.
10
Do you possess strong administrative, organizational and planning skills?

• Yes
• No

11
We work with a great deal of confidential information. Describe how you have handled sensitive information in your past work experience and what strategies you utilized to maintain confidentiality
12
Have you ever been the subject of a Child Protective Services (CPS) investigation? What was the outcome of the investigation? Type N/A if this does not apply.
13
Please provide a brief statement introducing yourself and illustrating why you should be considered as the most qualified individual for this position.
Required Question