Lubbock County is hiring: Administrative Assistant in Lubbock

Overview

The Administrative Assistant will maintain detention records, update various spreadsheets, and track data for detention/residential facilities. Review RIFs 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.

Responsibilities

1. Maintaining Detention Records
   • Log in RIF reports. Proof read, to ensure that RIF’s are free of typographical errors. Return to Asst. Facility Administrators for correction
   • Maintain a quarterly report of all detention incidents.
   • Update spreadsheets (Jail Census, Roster, Restraint log, Seclusion).
2. Monitor Activity – Guardian Security System
   • Monitor activity into the Guardian System for compliance.
   • Work closely with AFA’s and Control Officers on discrepancies or inaccuracies in the Guardian System.
   • Closely monitor meal count tracking in the Guardian System.
3. Sealing of Juvenile Records
   1. Use DPS, JCMS and Odyssey systems to research juvenile criminal history.
   2. Process records that qualify for a sealing.
   3. Update DPS and JCMS of the sealing once the process is complete.
4. Meal Count and Claiming
   1. Count daily meals issued to juveniles.
   2. File monthly meal claims in TX-UNPS.
   3. Track payments in TX-UNPS.
   4. Attend annual training at Region 17 on meal count and claiming.
   5. Report on monthly Food Service Program expenditures.
5. Other Duties Assigned
   1. Receive and reconcile payments received from other counties and send to the Treasurer’s Office.
   2. Process any juvenile medical invoices.
   3. Cover the front desk when needed.
   4. Other duties as assigned.
6. Maintain Professional Deportment
   1. Arrive for work in a timely manner, and contact unit supervisor prior to arriving late for work. Advise supervisor at earliest time possible if unable to work (preferably 6 hours in advance).
   2. Dress and groom professionally and in accordance with departmental dress code when representing the Lubbock County Juvenile Justice Center.
   3. Submit leave requests in accordance with departmental policy for any leave time requested, including flex schedules (preferably 30 days in advance).
   4. Maintain your time by clocking in and out on the computer or by timeclocks in probation or detention. If any errors occur, please notify Budget Analyst before the end of the pay period to ensure correct time being submitted to payroll.
   5. Respond to departmental deadlines when issued.
   6. Discharge all duties in a mature and prudent fashion. Demonstrate sound judgement and decision making skills. Act as a role model for the children, clients, customers and co-workers we serve.
   7. Organize and use time effectively and efficiently to produce quality and quantity work.
   8. Treat co-workers, clients, victims, and general public with respect, responsiveness and courtesy.
7. Observe Safe Work Habits
   1. Respond to all emergency situations, including medical, fire, tornado, escapes, fights and bomb threats in accordance with departmental policies.
   2. Maintain hazard free workstation.
   3. Exercise caution in any potentially dangerous or hazardous situation.
   4. Store all supplies, tools and equipment in secure areas according to departmental policies.
8. Adhere to Vehicular Policies
   1. Always utilize seatbelts.
   2. Exercise defensive driving techniques.
   3. Maintain and submit monthly mileage logs on all personal vehicles used in the course of employment.
9. Attend All Required Meetings and Workshops
   1. Be punctual and prepared for all meetings.
   2. Obtain all materials covered in missed meetings from Training Coordinator in timely manner.
   3. Attend all assigned training sessions.
10. Maintain the Integrity of Private, Confidential Information
    1. Refrain from discussing juveniles being handled by the department with anyone not employed at LCJJC.
    2. Refrain from negative discussions regarding co-workers or supervisory staff.

Qualifications & Eligibility

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 45 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 (less than 50 lbs), 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 within 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 time and a 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 Opportunity: 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.