SUMMARY: The purpose of this position is to provide administrative support to the Juvenile Services Director and department staff members. This is accomplished by providing customer service in person and over phone, performing clerical assignments and office administration.

ESSENTIAL JOB FUNCTIONS:

• Performs all duties required by the Texas Juvenile Justice Department (TJJD) in the position of the Data Coordinator for the JCMS. Attends Data Coordinator training as required.
• Assists with data entry of new referrals in to JCMS; completes intake checklists prior to submitting referrals to the Deputy Director; enters appropriate chronos as needed; makes corrections to data as requested by staff.
• Distributes the comprehensive folder edit monthly for staff updates and corrections prior to submitting the monthly extract to TJJD.
• Enters receipts of fee payments into JCMS on weekly basis in conjunction with preparation of bank deposits.
• Records restitution payments to victims in JCMS on a monthly basis; monitors current victim payment status reports; provides copies of reports to auditors.
• Serves as JCMS System Administrator; updates administrative codes and sets up new user permissions as needed.
• Processes restricted access notices received from the Texas Department of Public Safety and notifies related agencies.
• Performs financial and accounting duties as outlined in the department policy, "Fiscal Management, Financial and Accounting Procedures."
• Performs accounts payable functions; processes invoices; prepares travel expense reports; receives and disburses payments received from clients; prepares weekly bank deposits; conducts monthly bank reconciliation of fees and restitution account; provides financial audit support; assists with annual budget preparation and monitors expenses; maintains accounting records in JCMS and QuickBooks.
• Works closely with the Fiscal Officer and Rockwall County Auditors staff to coordinate the financial processes outlined above.
• Utilizes the Net Data system to create reports; monitors current revenues and expenses; researches historical financial information as needed.
• Assists the Director in maintaining department compliance with all requirements related to the acceptance of state grant funds; submission of annual budgets; monitors expenditures; meets reporting requirements and provides audit support related to all grant funds.
• Attends annual TJJD budget workshops as required.
• Performs duties necessary for the success of Juvenile Board Meetings; communicates with Board members to establish meeting dates and locations; emails meeting reminders and important updates to board members as needed; prepares agendas; ensures agendas are posted with the District Clerk and on the County website, seventy-two (72) hours before the board meeting.
• Prepares meeting documentation; copies and assembles board packets; assists the Director in preparing presentation materials; schedules catering for luncheons and assists with serving and clean-up; promptly submits receipts for luncheon expenses; records and types meeting minutes for Director approval.
• Maintains a respectful, courteous and professional relationship with Board members and staff; maintains strict confidentiality of information discussed during Board meetings or during communications with Board members.
• Reports building maintenance and equipment issues promptly to the Director and / or County maintenance staff; coordinates the scheduling and completion of repairs in collaboration with maintenance staff, contractors and vendors.
• Communicates with the IT department regarding maintenance issues related to computers, printers, servers, telephones and security cameras; communicates with County Auditor regarding maintenance issues with the copier, fax machine and postage meter; assists in repair or replacement decisions by researching purchase options and prices; updates staff on the status of office equipment repairs or building issues.
• Serves as receptionist for the department; greets clients and families; answers the telephone and relays messages accordingly.
• Processes all incoming and outgoing mail; delivers drug test lab confirmations to UPS promptly; maintains security of postage meter access card; performs typing, filing and general office organizational duties as requested.
• Monitors and replaces the inventory of all office supplies and drug testing supplies; collects and distributes timesheets and pay statements to employees.
• Coordinates annual contract renewals with service providers for detention, residential and non-residential services; maintains department contract files; serves as liaison with all other service providers and maintains vendor files.
• Assists in scheduling staff training events and travel.
• Assists in updating and editing department policy manuals; maintains computer files with current policy revisions; maintains physical forms and copies of approved updated policies; distributes acknowledgement forms to employees.
• Coordinates maintenance, registration and inspections of department vehicles.
• Assists with the integration of new employees and interns into the department; completes action items as defined in the New Employee Checklist; verifies results of criminal history background checks prior to start date; coordinates with Human Resources as needed.
• Prepares the new staff member's workspace and procures furniture and supplies as needed; ensures new staff members have access to department policy manuals and completes acknowledgement forms.
• Assists Juvenile Probation Officers with recertification applications; records all training certificates in the ICIS database; monitors certification renewal deadlines; provides officers with status reports related to training hours; requests criminal background checks as required for recertification.
• Obtains and maintains appointment as a Texas Notary Public. Learns and complies with the rules of being a Notary Public; assists clients and families in notarizing court related documents and forms as needed.
• Maintains strict confidentiality of all data and information related to clients, cases and general office business; follows State standards and department policies regarding restricted access and the release of confidential juvenile records.
• Proactively identifies ways to assist the department in efficiency and effectiveness; Communicates relevant information to coworkers promptly; assists co-workers with assignments and projects as requested; strives to contribute to creating a pleasant work environment for all staff members.
• Maintains professional courtesy and treats other with respect; takes responsibility for any task as assigned by the Director to ensure efficient operation of the department.
• Performs other duties as assigned.

SUPERVISORY/BUDGET RESPONSIBILITIES:

This position has no supervisory responsibility; contributes to the budget.

KNOWLEDGE, SKILLS, AND ABILITIES:

• General understanding of legal and court processes, documents and procedures related to the Juvenile Justice System.
• Ability to maintain clerical records and provide reporting for such records.
• Ability to use computer for data entry and accounting purposes.
• Knowledge of basic financial concepts and accounting principles required for bookkeeping and reporting.
• Efficient with multi-tasking in administrative functions.
• Comfortable and confident with a variety of social interaction with co-workers, clients and law enforcement.
• Basic knowledge of Microsoft office products such as Excel, Word, PowerPoint and Outlook; Quickbooks; knowledge of computer software such as JCMS, Grant Manager and NetData.
• Ability to effectively communicate verbally and in writing.
• Ability to make decisions in accordance with policies and procedures.
• Ability to effectively interact with staff and other departments.

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent. Associates Degree, Bachelor's Degree preferred.
• One year related experience.
• Experience with a personal computer, Microsoft Word and standard office equipment.
• Valid Texas Driver's License.

WORKING CONDITIONS:

Position is located in an office environment with little or no exposure to environmental conditions. Health and safety hazards are minimal. No protective equipment is required. Fine dexterity, sitting, hearing, talking and vision are constantly required. Occasionally, standing, bending, talking and walking are required.

CONDITIONS OF EMPLOYMENT:

• Must successfully complete a pre-employment drug screen.
• Must successfully complete a background investigation.