Administrative Assistant Job at Lubbock ISD in Lubbock

Overview

The Administrative Assistant will maintain detention records, update spreadsheets, track data for detention/residential facilities, review RIF errors, monitor Guardian Security System compliance, process juvenile records using DPS and JCMS systems, check daily meal counts and file monthly meal claims through the TX-UNPS system.

Responsibilities

• 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 guidelines.
• Maintain detention records.
• Monitor activity in the 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 service provider/contract requirements of the Texas Juvenile Justice Department.
• Act as custodian of the contracts.
• Work with Lubbock County Contract Manager on all contracts posted on the Commissioners Court Agenda.
• Work with contracted counties and the Criminal District Attorney’s Office for contract template changes 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 deposit spreadsheet, deposit with Treasurer’s office.
• Disburse the departmental travel fund for juvenile transports, keeping appropriate records and follow up on outstanding travel documents.
• Maintain and monitor the travel fund account 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 Budget & Personnel Manager with processing invoices and purchase orders including matching invoices with purchase order in Munis; log invoices paid on a spreadsheet if receptionist unavailable.
• Maintain files of all invoices paid on the I: Drive, Purchase Orders, and Blanket Purchase Orders.
• Follow up on any missing invoices, payment discrepancies.
• 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 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 Clerk’s office for deposit.
• Act as 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 data sheet for employees to obtain full services when needed.
• Act as 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 (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 through 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 backup for receptionist during absences when needed.
• Take payments from juveniles for fees owed.
• Call officers upon juvenile arrival and check up if cannot get a hold of officer.
• Maintain security and integrity of the lobby.
• Lock/Unlock entrance doors.
• Answer phones and direct calls accordingly.
• Sign in service papers if needed and get to officer or supervisor ASAP.
• Distribute supplies or order supplies if needed.
• Submit Commissioners Court Agenda items in Lexstar when needed.
• Update forms in forms bank when needed.
• Perform other duties as assigned.

Qualifications

• High school diploma or GED required; at least one year of related experience or one year of business college preferred.
• Proficiency with PC applications (Word, Excel); type at least 50 words per minute.
• Strong oral and written communication skills.
• Ability to work independently and prioritize multiple time‑sensitive tasks.
• Organize and maintain an office filing system.
• Valid Texas driver’s license.
• Telephone skills.

Physical & Working Conditions

Regularly required to sit for extended periods; use hands to finger, handle or feel; reach with hands and arms; bend and kneel; stand and walk; light lifting less than 50 lbs. Work hours flexible, generally Monday‑Friday 8:00‑17:00; overtime compensation at 1.5x.

Equal Employment Opportunity

Lubbock County will not discriminate in employment practices based on race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or protected veteran status.