Administrative Assistant

TheAdministrative Assistant will maintain detention records, update various spreadsheets, and track data for detention/residential facilities. Review RIF's for errors and work with staff making corrections. Monitor activity in the Guardian Security System for compliance. Process juvenile records using DPS and JCMS systems for sealings and work closely with the District Clerk's Office. Checking daily meal counts and file monthly meals claims through the TX-UNPS system.

• Create, update, revise, and keep current all contracts for LCJJC service providers, placement facilities, counties, and vendors in accordance with Lubbock County and Texas Juvenile Justice Department (TJJD) guidelines;
• Maintain Detention records
• Monitor Activity - Guardian Security System
• Sealing of Juvenile records
• Meal count and claiming
• Maintain professional deportment
• Observe safe work habits
• Process contracts through the appropriate levels of approval and execution;
• Update the Director on the status of the Service Provider/Contract requirements of the Texas Juvenile Justice Department (TJJD);
• Act as custodian of the contracts.
• Work with the Lubbock County Contract Manager on ALL contracts posted on the Commissioners Court Agenda;
• Work with the contracted counties and the Criminal District Attorney's Office in cases if counties change information to a contract template already approved by the Commissioners Court.
• Keep a tracking spreadsheet to know where all contracts are at all times
• Scan contracts when fully executed and upload into the designated folder;
• Receive out of county checks for juvenile placement, prepare the spreadsheet for deposit and deposit with the Treasurer's office.
• Disburse the departmental travel fund for all juvenile transports, keeping appropriate records and follow up on any outstanding travel documents;
• Maintain and monitor the Atravel fund@ account in the amount of $2,000.00 dollars;
• Reconcile the travel fund by completing the daily Cash Count & Reconciliation;
• Prepare travel fund reimbursement requests;
• Assist the Auditor=s Office during audits of the travel fund.
• Assist the Budget & Personnel Manager with processing invoices and purchase orders including:
• Matching invoices with appropriate Purchase Order or Blanket Purchase Order in Munis; log the invoices paid on a spreadsheet if receptionist isn't available; etc.;
• Maintain files of all invoices paid on the I: Drive, Purchase Orders, and Blanket Purchase Orders;
• Follow-up on any missing invoices, payment discrepancies, questions from the Accounts Payable staff, etc.
• Reconcile Purchasing Credit Card Statements in Munis and COMDATA Fuel Credit Card Statements in Munis.
• Prepare monthly bank statement reconciliations of the Juvenile Probation account for juvenile fees in Quickbooks and upload to the M:Drive;
• Oversee daily deposits of restitution/probation fees/court fees/dpa fees;
• Handle outstanding write-offs, refund requests, write checks in Quickbooks for the General Fund and the District Clerks office for deposit.
• Act as a liaison with Information Services and Lubbock County Juvenile Justice Center;
• Report and follow-up on all computer problems to Information Services.
• Report badge issues.
• Submit data sheet for new hires to obtain a county email address.
• Submit a data sheet for employees to obtain full services when needed
• Act as a liaison with Human Resources and Lubbock County Juvenile Justice Center;
• Receive and follow up on potential new hires regarding Physicals/UA's.
• Send approved physical/UA's to hiring supervisors
• Assist the Budget & Personnel Manager with the personnel records of the Center;
• Set up new hires in Munis before hiring date.
• Keep packet together, print off physical/UA, and Munis payroll sheets and give to Receptionist for filing;
• Assist with Human Resources projects such as distributing and collecting needed information from employees (i.e., Flexible Spending Accounts, health insurance, cafeteria plan, updated Employee Handbooks, etc.).
• Complete assigned tasks and special projects for the Director and Budget & Analyst Manager;
• Prepare Juvenile Board Agendas and related documents and post at the courthouse;
• Place online orders for office supplies, currently at OfficeWise when receptionist is unable to do so;
• In charge of the master keys and master key list;
• Handle telephone and cell phone problems, including ordering new cell phones;
• Act as back-up for receptionist during absences when needed. The Administrative Assistant is the main backup when the Receptionist is out.
• Take payments from juveniles for fees owed
• Call officers upon juvenile arrival and check up if cant get ahold of officer
• Maintain the security and integrity of the lobby
• Lock/Unlock entrance doors
• Answer phones and direct calls accordingly
• Sign in service papers if need be and get to officer or their supervisor ASAP
• Distribute supplies or order supplies if need be
• Submit Commissioners Court Agenda items in Lexstar when needed;
• Update forms in forms bank when needed;
• Perform other duties as assigned.
  
  

To be eligible for a secretarial position, a person must: (1)meet NCIC/TCIC employment guidelines;(2) of good moral character;(3)have acquired at least a high school diploma or GED;(4)have at least one year of related experience or one year of business college.

Special Knowledge, Abilities, Requirements

KNOWLEDGE OF: Business English, grammar, punctuation and spelling; various computer software packages, spreadsheet applications, email, internet applications, desktop publishing, etc. and customer-service principles.

ABILITY TO: Proficiency with PC applications (WordPerfect, Word, Microsoft EXCEL); type at least 50 words per minute, with minimal errors; ability to communicate orally and in writing; ability to work independently in the absence of supervision; ability to prioritize and accomplish multiple time-sensitive tasks simultaneously; ability to organize and maintain an office filing system.

REQUIRED TO HAVE: Telephone. and Valid Texas Driver's license.

PHYSICAL REQUIREMENTS: The employee is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; reach with hands and arms; bend and kneel; talk and hear. The employee frequently is required to stand and walk. This job requires some light lifting(lessthan50lbs), ability to run in response to unit emergencies, unlock doors, occasional squatting, bending and kneeling associated with filing.

WORKING CONDITIONS AND HOURS: Work space is located in the non-secured area of the Lubbock County Juvenile Justice Center which is a non-smoking building. Work week will be flexible hours with in a forty(40) hour time period, generally Monday - Friday 8:00am-5:00pm. The work week begins on Saturday and concludes on the following Friday. Overtime will be compensated at either time and one half or time for time; depending up on the hours worked per week.

DISCLAIMER: The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements. The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Employment Employer: Lubbock County will not discriminate in our employment practices based on an applicant's race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.