The administrative assistant assigned to detention and residential services answers directly to the facility administrator of detention/residential services and ultimately to the chief juvenile probation officer. The administrative assistant of detention/residential services will provide a variety of reports related primarily to the operation of the detention facility. This position is responsible for maintaining resident files and assisting with the preparation of any documents or reports associated with the program as assigned. The administrative assistant of detention/residential services carries with it a multitude of job duties that will involve general clerical work such as typing, file maintenance, date entry, report preparation and interaction with the public.Example of Duties
ESSENTIAL DUTIES: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
Regular attendance is required;
Available to respond to the department in times of catastrophe/ natural disaster;
Reviews detention population roster, makes files for new intakes and cross checks files of current residents;
Makes copies of intake packets and updates the packets as needed;
Reviews and maintains all detention files for accuracy, scans the documents into the proper computer file and update the file as needed;
Maintains monthly logs for mental health, room confinements, restraints, protective custody and medical confinement;
Generates monthly reports of abuse, neglect and exploitation to be submitted to the juvenile board and maintain the logs of abuse, neglect and exploitation until the cases are closed by the Texas Juvenile Justice Department;
Maintains logs for grievances, restraints and incidents, including adding a brief summary for each and checking for errors;
Stores all restraint and incident videos and archive as needed;
Assists in organizing items for Texas Juvenile Justice Department and Prison Rape Elimination Act audits;
Be available as backup to the receptionist clerk to answer phones, notify staff of persons arriving to meet them and greet the public;
Be available as backup to the intake clerk for data entry of juvenile records from offense reports, preparation and distribution of daily detention roster reports;
Review release paperwork of outgoing juveniles for accuracy and distribute as needed;
Distribute communications for detention staff including, but not limited to: time sheets, pay stubs and inter office communications;
Assist with maintaining holiday time logs for detention staff;
Maintains confidentiality of all juvenile records;
Conducts distribution of mail between department units and courthouse departments (courthouse run);
Sets up meetings for detention staff including compilation of agenda items and note taking during meetings;
Prints juvenile's associate information every Friday to be utilized for Saturday visitation of juveniles in detention;
New Hire Clothing Orders;
Performs other duties as assigned.Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the non-essential functions.
EDUCATION and/or EXPERIENCE
- High School Diploma or GED with 4 years experience as a secretary, bookkeeper or receptionist;
- And at least 2 years working in an office setting with an ability to type 40 words per minute with minimal mistakes;
- Associate's degree in office skills and/or at least 2 years experience as a secretary, bookkeeper or receptionist; and at least 1 year experience working in an secure office setting; and must be able to type at least 40 words per minute with minimal mistakes.
Ability to read and interpret documents such as safety rules, and procedure manuals; and ability to write routine reports and correspondence; and ability to speak effectively to customers and to employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; and ability to compute rate, ratio, and percent.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; and ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Texas Driver's License and proof of liability coverage.
OTHER KNOWLEDGE, SKILLS AND ABILITIES:
Positive customer service attitude and people skills;
Experience with phone systems and computers with knowledge of current word processing and excel type computer programs;
Ability to perform multiple tasks simultaneously and prioritize key tasks;
Ability to attain and remain proficient in the use of department used computer or technology systems;
Knowledge of the court system is preferred;
Ability to represent the department in a professional manner;
Required: Clean criminal history.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the non-essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the non-essential functions
This job takes place in a private office in a large county juvenile facility and in a juvenile detention center at various times. The noise level in the work environment is usually moderate, but may be loud and unpredictable when around unruly juveniles.
The incumbent in this job must be knowledgeable about and follow the County's safety policies and procedures; and ask supervisor for details; and proper precautions and following road safety laws are required at all times while driving.
Drug/Alcohol Policy applies to this job; and pre-employment drug/alcohol testing is required.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Brazoria County is a local government entity that offers competitive salaries with an excellent benefits package, which includes:
Government Pension through TCDRS with 7% fixed interest and a county match of 2:1 at retirement; we do not pay into Social Security but instead contribute to a 457 Deferred Compensation Plan as an additional savings for retirement (AUL).
Reasonable medical/dental health insurance (Aetna) for employees and dependent coverage rates.
Section 125 Cafeteria Plans including- Aflac, Humana and others; free LTD; free Life Insurance coverage 3x annual salary with a cap of $150K; with AD&D.
Free employee health clinic, EAP; 14 paid holidays, vacation and sick benefits, free telemedicine services.
At retirement, a free paid up $50K Life Insurance policy; a 401h retiree medical reimbursement plan.