Juvenile Probation Department

Salary: $20.85 Hourly
Location : TX 79905, TX
Job Type: Full Time Regular
Job Number: 1
Department: Juvenile Probation Department
Division: Juvenile Probation Intake
Opening Date: 05/01/2025
Closing Date: 5/15/:59 PM Mountain

Minimum Qualifications
Acceptable Experience and Education

Associate degree or certificate in business or related field from an accredited university or college with two (2) years of administrative/staff support experience.
Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
May require being bilingual in Spanish
Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: laws, state statutes, rules and regulations pertaining to assigned duties; secretarial practices and procedures; business correspondence and report preparation; customer service/public relations practice and procedures; court system and proceedings; legal terminology; cashiering and bookkeeping practices, policies, and procedures, including financial record keeping; 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.

Skill/Ability to: have strong planning; organizational skills; be efficient; detail oriented and accurate; work independently and collaboratively with others; assist with monitoring/auditing of program services; comply with facility security measures; learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; 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; perform routine calculations to count currency, make change, and prepare daily cash reports; economic development principles and practices, especially incentive programs; techniques used in research and statistical analysis; current economic, development and demographic and market trends; 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; be proficient in Microsoft Word, Excel, PowerPoint, Outlook and Publisher; pass a Criminal Background Check.
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;
• Maintain and enhance the County's commitment to customer service excellence.

Certificates, Licenses, and other requirements

In order to access into the County's network and systems, a personal smart device is required by the hire start date.
Must have or qualify for Notary Public certification.
Must have telephone and report residence.

Depending on area of assignment: Must have 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. Proof of automobile liability insurance coverage is required.
Physical Demands
While working in the office within an institutional, correctional and locked setting, the incumbent will sit for long periods of time in front of a computer terminal using a keyboard and mouse, requiring hand and finger dexterity, the ability to see well enough to read documents and computer screens, lifting or carrying up to 30 pounds. The employee frequently is required to reach with hands and arms; talk and hear.
Typical Duties
Essential Duties

Performs administrative and clerical tasks, including general typing duties, correspondence, report and spreadsheet preparation; generates e-mails, generates outgoing correspondence;
Performs data entry, processes mail, schedules appointments, faxes documents, acquires office supplies, and makes copies as directed;
Serves as the initial point of 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, as directed;
Provides assistance with front desk reception coverage to include answering phones, greeting members of the public, and providing information or guidance as requested;
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;
Depending on area assigned:

Processes, and submits requisitions and purchase orders for all program operations and regular requisition of office supplies, juvenile/staff clothing and all business-related expenditures as required for the operations of the program;
Monitors key dates and assists in the yearly preparation of the unit budget as requested;
Organizes and maintains supply room areas, conducts inventory to determine supplies needed, maintains inventory control log; distributes inventory to staff as needed;
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 (Texas Administration Code 344.300) and Probation Services (PS) Special Programs Unit (SPU) policy 2-1 requirements for volunteers and interns;
Assists 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;
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;
Conducts audits as assigned;
Performs clerical work associated with contracts;

Clinical Unit

Schedules appointments for psychiatric evaluations, follow ups and consultations with psychiatric fellowship program;
Oversees and completes data collection and analysis for grant funds and quarterly reporting;
Maintains database/spreadsheets regarding unit activities;
Maintains training records and verification of licensed/certified personnel;

Detention/Challenge

Maintains resident Pre and Post Adjudication program and electronic files;

Maintains and files documentation (logs/forms, etc.) for TAC 343 annual audits;

Manages and maintains inventory control and ordering of supplies and equipment for Pre and Post Adjudication Units;

Researches merchandise needed, obtain quotes from vendors (if applicable);

Creates Requisitions to maintain program daily operations (hygiene, clothing, medical and office supplies);

Receives merchandise, inventory and submit information to accounting for payment processing;

Audits program files to ensure 343 standards are met;

Researches and submits information for TJJD Ombudsman on a quarterly basis;

Researches and submits information for TJJD annual audits;

Updates stats for program (annual, monthly, quarterly);

Aids UTEP Sleep Study - updates spreadsheet as needed and emails to UTEP representative;

TJJD Due Dates - maintain and track TJJD facility documentation needed for annual audits

Other duties as assigned;

Notarizes documents as a Notary Public;

Participates in Departmental Committees;

Uploads staff training records into departmental database;

Enters hours for volunteers/interns in departmental application;

Assists with front desk coverage;

Is responsible for reviewing, scanning and updating spreadsheets for the National School Lunch Program (NSLP) federal reimbursement;

Assists accounting with annual inventory;

Assists in gathering analyzing and compiling of data needed for annual evaluations and various reports;

Arranges priority calendar for the Department Director and maintains a shared calendar;

Receives, reviews, logs and verifys approval of incoming and outgoing mail for youth residents;

Aids in the U.S. Marshalls annual audit - prepare documents and submit in preparation for a physical audit; . click apply for full job details