COUNTY COURT AT LAW ADMINISTRATION – OFFICE ADMINISTRATIVE SERVICES MANAGER

Minimum Qualifications
Acceptable Experience and Education

Bachelor’s degree from an accredited university or college in Business Administration or equivalent and three (3) years of experience, with two (2) years of supervisory experience, in office management;
Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates, Licenses, and other Requirements
County Court at Law:
Requires TLETS certification within 3 months of hire.
Tax Office

e Bondable;

Deputy Clerk deputizing; may require AOP certification.

And

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.

Have or obtain Notary public.

In order to access into the County’s network and systems, a personal smart device is required by the hire start date.

Typical Duties
Essential Duties

Ensures office staff follows office policies and procedures; maintains adequate staffing at various peak; enforces office policies and procedures; sets work priorities;

Supervises department employees, including assigning and reviewing work, training, assists in completing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel;

Selects, motivates, and evaluates department staff; provides or coordinates training and works with employees to correct deficiencies;

Plans, directs, and coordinates, through subordinate-level staff, the department work plan; meets with management staff to identify and resolve problems; assigns projects on areas of responsibility; and reviews and evaluates work methods and procedures;

Maintains contact with other departments or agencies for changes in law and procedures that pertain to the department and as directed;

Assists in coordinating with programming partners or clients, vendors, maintenance and operational staff, and the public;

Responds to requests for information, complaints, issues and concerns received via phone, in-person or by e-mail;

Develops and implements new or revised operating procedures and processes; oversees the storage and archiving of files and records;

Orders supplies and equipment; performs inventories;

Delegates all incoming mail, including special delivery correspondence; answers problem mail; assigns and maintains records;

Proficiently and effectively performs general administrative duties, including maintenance of section files, reproduction of materials, and attendance at meetings representing the Section as necessary;

Maintains thorough awareness of all section functions by answering and directing inquiries, providing general information, answering questions and directing individuals to appropriate parties as necessary;

Participates in budget development and administration; tracks and monitors expenditures; processes purchase orders and vouchers; produces and reviews budget status reports; initiates or recommends budget transfers;

Provides support, mentors, transfers knowledge, and skills to staff at all technical levels in a team environment to meet established goals and objectives;

Oversees and manages contract administration for assigned section, including monitoring deadlines and contract expirations;

Reconciles approved budgets to ongoing activities of the Section;
Makes appointments;
Assist in special projects;

May require working weekends, or holidays;

Reviews, verifies and approves times sheets and leave requests;

May be required to travel to satellite as assigned or on very short notification;

Ensures compliance with Texas laws and regulations;

Serves as liaison between the office and any internal or external entities;

Is responsible for handling large amounts of money, issuing money bags and ensures balancing daily monies (cash, checks, and credit card transactions) to receipts at close out for all assigned staff;

Reports any equipment maintenance needs for appropriate action;

Is responsible for data reporting to designated agencies in accordance with Texas laws and regulations;

Prepares and submits bi-weekly payroll reports;

Updates and maintains department employee files;

Attends and participates in meetings, training and information sessions;

Stays abreast of new trends, innovations in the field, statutes and legislative changes;

Serves as backup to all assigned staff 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:
County Court at Law
Participates in internal office policy and procedure development;

Participates in screening applicants and interviewing job candidates;

Responsible to assign and schedule daily reports;

Ensures that all data entry is accurate and timely;

Enforces compliance with support staff;

Tracks employee leave request;

Maintains confidentiality, integrity and ethics in all work functions and data guidelines;

Execute, verifies and runs reports;

Creating, updating and maintaining court forms as needed;

As assigned, maintain weekly and monthly statistic/reports;

Participates in the development of court performance measures;

As assigned, generates and reports results on performance measures for the department and assigned court;

Assists with managing the operation of various special events, and other assigned areas;

Is responsible for the purchasing and monitoring of all purchase order requisitions;

Identifies and suggest the need for budget transfers and amendments;

Establishes and maintains division employee personnel records, including training hours;

Assists in processing billings and invoices for payment; receives payments; issues receipts; monitors spending; and maintains filing for payments/orders;

Prepares advance travel expenditure vouchers; updates travel expenditure spreadsheet; ensures accuracy of information;

As assigned, oversees budget, travel, performance measures and coordinates training;

Works with the team to collaborate, test and implement upgrades and new software impacts; and

Communicates key issues to the rest of the enterprise partner departments regarding system usage; heavy involvement in Enterprise Justice software and software that interacts with Enterprise Justice.

Tax Office

Assists Training Coordinator – Supervisor in the development and preparation of training and educational materials specific to the department and updates training as legislation changes;

Provide guidance to all Administrative Office Managers regarding title and registration procedures to ensure consistency with state laws, rules and regulations to include office policies;

Develops performance measures and conducts evaluations of office staff’s accuracy and effectiveness;

Provides assistance and at times generates internal Directives regarding procedural requirement for review to the Motor Vehicle Registration & Titling Director;

Assists Assistant Motor Vehicle Registration & Titling Director with high volume of emails to respond to from FSD’s & Dealers regarding status of title rejections requiring researching information;

Serves as a backup to assist in training dealers on web dealer titling processes;

Serves as a backup to assist Training Coordinator in training new employees and FSD’s;

Participates in projects with vendors and other County departments on special assignments;

Assists in reviewing projects with Motor Vehicle Registration & Titling Director and other technical experts in specific areas to obtain clarification or expected results on various projects;

Provides computer expertise to all Departmental users to resolve problems and/or maximize efficiency;

Provides clarification to internal departments: Administration, Enforcement & Accounting which are all located at the HUB regarding titles & registration transactions;

Accepts payments and collects fees for returned checks;

As assigned ensures that all monies received with receipts, balanced and prepared for armored car pickup;

Oversees security of the premises; locks doors at closing time; secures unfinished work in locked safe; sets burglar alarm;

Assists with cashiering duties; and
Assists in providing vision and leadership in administering a comprehensive special events and sports program including operations, facilities, personnel, budgeting, policy development, marketing, and program supervision and ensures quality, responsiveness, efficiency, and effectiveness in the operation.

Other Important Duties*

Performs such other related duties as may be assigned;
May require travel throughout El Paso County; and
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.

Job Summary
Summary of Position

The Office Administrative Service Manager works under limited supervision and provides office management over subordinate staff engaged in the provision of clerical and administrative support activities for a particular County division, office or department.

Additional Information
Organizational Relationships

Reports to: Division Manager, Director, Department Head, or Elected Official, or designee

Directs: Administrative and support staff; and other staff as assigned

Other: Has frequent contact with vendors, suppliers, other public agencies, other County staff and the general public.

Other Requirements
Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: Principles and practices of administrative management; the principles and practices of effective customer service; principles and practices of effective employee supervision; County organization, operations, policies and procedures; Texas laws and statutes, 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; Excel Proficient, legal terminology, court procedures, bookkeeping principles and practices, event planning, coordination, preparation and setup practices and procedures; contract preparation, negotiation and compliance practices related to entertainment, catering, security and related services; facility rental and event administrative practices and procedures. Skill/Ability to: operate personal computer using standard office operating software, general office equipment, and various software applications; conduct research, develop appropriate documentation, assess and prioritize multiple tasks, projects and demands to meet scheduled requirements; establish and maintain effective working relations with co-workers and customers to promote and support a productive work environment; work efficiently independently and in a team environment to meet established goals and objectives; communicate effectively in verbal and written forms to respond effectively to customers and staff; exercise initiative and independent judgment within established procedural guidelines in performance of daily duties; compilation, analysis, and presentation of statistical information; promote program activities; make mathematical computations; conduct staff studies; schedule, supervise, train and evaluate assigned staff. Able to understand and support needs beyond own department. Pass a background investigation.

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; and,
Maintain and enhance the County’s commitment to customer service excellence