Program Administrative Assistant

Administrative Clerk

Provide a full range of administrative duties to the Programs and Accreditation Divisions of the Lubbock County Detention Center. Perform a wide variety of specialized clerical duties in support of the Sheriffs Office.

Essential Duties

• Receives and reviews incoming as well as outgoing correspondence; prepares correspondence
• Serve as Notary Public as needed
• Work courteously with the public on the telephone and in person
• Maintains personnel files for all volunteers
• Maintain accurate and up to date files for personnel
• Answer phones, take messages, transfer calls
• Receive invoices, prepare purchase orders, verifies orders received and distributed
• Maintain the office calendar
• Arrange staff meetings and schedule appointments
• Develop and maintain meeting minutes
• Serve as the primary point of contact for community partners
• Process all programs request forms
• Provide and coordinate the purchase of programs materials upon request
• Maintain historical records of all purchased items
• Update and create databases and spreadsheets
• Prepare monthly summary of programs activities
• Screen calls and visitors, respond to inquiries from the public
• Establish and maintain a system to assure timely handling of action items
• Coordinate and schedule volunteer services for the facility
• Other duties as assigned

Position Requirements

QUALIFICATION : Minimum High School Diploma or GED; Bachelors degree or five years office or clerical experience preferred.

Supplemental Information

KNOWLEDGE, SKILLS AND ABILITIES : Familiarity with various computer software systems, personnel policies, and procedures. Have the ability to work independently in the absence of supervision. Have strong skills and extensive experience in database and Excel applications, and word processing. Have strong interpersonal and communication skills. Have the ability to effectively communicate orally and in writing with staff members and other members of varying levels of authority. Have the ability to research, assemble, compile, and tabulate information and figures, as may be necessary. Have the ability to process the minimal typing / keyboard speed of 50 words per minute. Have the ability to prioritize and accomplish multiple time sensitive tasks simultaneously. Have the ability to review a variety of correspondence for proper grammar and format. Have the ability to establish and maintain a rapport with individuals within and outside the organization. Have the ability to plan, organize, and coordinate work. Have the ability to maintain and organize an office filing system.

CERTIFICATES, LICENSES, REGISTRATIONS : Must possess a valid Texas Drivers License; must obtain Notary Certification within one year of date of hire.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS : Maintain the ability to occasionally stand, walk, kneel, and bend during the shift. Reach, grip and use fine dexterity. Push and Pull objects. Occasionally flex upper trunk forward at the waist and partially at the knees. The employee must frequently lift and / or move objects weighing up to 20 pounds, such as books and stacks of records. Occasionally rotate upper trunk to the left or right while sitting or standing, place arms above, at or below shoulder height. Use vision and depth perception required to include color vision. The employee may be occasionally called upon to perform acts of intense physical exertion during emergency situations. The noise level in the work environment is usually moderate.

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