PUBLIC DEFENDER'S OFFICE - OFFICE ASSISTANT

Job Title

Office Assistant

Minimum Qualifications

Bilingual in English/Spanish preferred Acceptable Experience and Education High school diploma or equivalent and one (1) year of office/secretarial/customer service experience. Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Certificates, Licenses, and Other Requirements (Depending on area of assignment) May require Deputy Clerk deputizing; may require AOP certification. May require 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. 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 Assists with preparing routine documents and correspondence for review and approval. Involves: Use of personal copier for the preparation of basic documents, correspondence, memoranda, forms and certificates; prepares agendas, schedules, seating charts, and any informational material as required; Greets and assists County personnel, officials and the public in person and over the telephone. Involves: Greeting and responding to visitors and personnel in a professional manner; exercises proper telephone etiquette, responds to inquiries, takes messages and forwards inquiries to the appropriate party; Reviews and enters data, maintains records and files, databases and record keeping sources. Involves: Reviews and verifies routine data, coding and data entry, establishment and maintenance of filing system and reports; Performs a variety of related office clerical duties and support functions. Involves: Maintain inventory and order office supplies, schedule meetings, prepare payroll documents and complex records, receipt and conveyance of information within area of responsibility Receives and sorts mail, interoffice correspondence, packages and other communications. Involves: Identification of recipient and delivery priority, review and maintenance of appropriate level of confidentiality, and distribution of all communications; Maintains confidentiality; Reports any equipment maintenance needs for appropriate action; 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; and 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. Other Important Duties* Performs such other related duties as may be assigned. Maintains a safe and healthy work place environment. 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. Depending on areas assigned: Performs electronic filing; Assists attorneys in collecting information; Pulls dockets, scans new cases, prints out judgments, files motions and orders, and redacts information; Secures authorized signatures on legal documents and delivers to appropriate party or department; Reviews the completion of various applications or documents and processes; Troubleshoots problems and/or issues with office applications; May involve the operation of multi-line telephone system; Assists in outreach strategies and activities; Updates and maintains social media; Assists in the maintenance and organization of department operational procedures; Assists in planning and organizing special events and meetings; Assists with performing calendaring activities, planning, scheduling and coordinating special events; As directed orders and maintains supplies; keeps inventories; and Schedules document/record archive and disposal.

Job Summary

Summary of Position The Office Assistant under direct supervision performs a variety of general clerical tasks and functions to a specific County office or department.

Additional Information

Organizational Relationships Reports to: Supervisor, Manager, Department Head or Elected Official or designee Directs: This is a non-supervisory position Other: Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies and the general public. Minimum Requirements: Knowledge, Skills, and Abilities Knowledge of: Principles and practices of modern office administration, English usage, office methods, adding machines; computer; procedures and equipment including filing systems. Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; perform word processing and data entry; cashier; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; operate a personal computer and various software applications; conduct mathematical calculations, prepare clear and concise reports, communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation. Depending on area of assignment: may require bilingual in Spanish; and typing speed of 45 words per minute. 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.