Administration Services Manager - Juvenile Services - Court - 1

Chief Fiscal Officer

Serves as chief fiscal officer for the Juvenile Services Department, including supervision of support services to ensure the delivery of efficient secretarial, clerical, purchasing, budget and human resource services to the department. Manages departmental budget in relation to expenditures and ensures compliance with county procurement policies and procedures.

Essential Duties

Provide leadership and supervision for assigned clerical and secretarial personnel. Prepare departmental requisitions and payment authorizations for the Director's or Assistant Director's signature or approval. Obtain necessary bids for products and services. Prepare department's financial reports and general fund reports. Assist in the preparation of department's fiscal budget. Prepare budgetary projections and cost analysis per line item expenditures and capital assets. Prepare and distribute employee I.D. cards. Order and maintain the department's office supplies. Maintain all departments' accounts and bookkeeping. Assist with agenda items for Commissioners Court and oversee the preparation for Juvenile Board meeting packets and logistics. Prepare personnel action forms for submittal to the Commissioners Court and handle all duties relating to the human resource actions for new employees, terminations and/or resignations. Provides final approval of all departmental staff time sheets on bi-weekly basis; ensuring accurate recording of FMLA, comp, workers compensation, sick and vacation time. Monitor expenditures from all grant accounts to ensure compliance. Ensure the proper inventory of detention items needed for youth, including appropriate ordering of clothes, hygiene and detention supplies. Provides oversight for the National School Breakfast and Lunch Program (NSLP) claims submitted on a monthly basis; ensuring county is reimbursed fully and accurately. Write, develop, and update policies and procedures for all fiscal and secretarial operations as needed. Perform and submit bi-annual and annual evaluations on staff. Be a member of the department audit team and assist in preparing for yearly detention, probation, JJAEP, PREA, and various fiscal audits. Follow established policies, procedures and practices of the department. Provide staff training as appropriate. Research best practices, new technologies, and national best practice trends regarding juvenile justice issues. Abide by the Texas Juvenile Justice Department's Code of Ethics. Maintain security and confidentiality of all case information, files and chronological notes as required by the Texas Family Code. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is related or a logical assignment to the position. Obtain 80 hours bi-annually of approved training to maintain JPO and JSO certification. Other duties may be assigned as deemed necessary.

Other Duties as assigned.

Supervision

Received: Assistant Director

Given: This position directly supervises clerical staff assigned to the unit. This includes training of new staff, conducting performance reviews, and recommending personnel actions. Conduct regular staff meetings regarding policies, procedures, problem solving, program planning, and in-service training. Review and approve time sheets and time off requests.

Education

Required: Bachelor's degree and at least five (5) years responsible secretarial, bookkeeping, administrative and management experience.

Experience

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 to perform the essential functions. Must be 21 years of age or older.

Certificates, Licenses, Registrations

Required: Notary public and surety bond. Valid Texas Driver's license with appropriate liability auto insurance coverage (Driver's license requirements must be met within 30 days if employee recently moved from another state).

Physical Demands

Duties require daily standing, walking, sitting, talking and listening; frequent use of hands and/or fingers to grasp, handle, pick-up, pinch, type or feel; frequent reaching with hands or arms and lifting of objects over 20 pounds; close vision, distance vision, ability to distinguish color, peripheral vision, depth perception and ability to adjust focus. Physical demands described here are representative of those that must be met or are encountered 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 essential functions.

Knowledge, Skills, & Abilities

Advanced computer knowledge and competence (word, excel, etc.). Knowledge of and ability to apply correct business English, spelling, and math; and, ability to communicate effectively orally and in writing. Ability to type. Ability to establish and maintain effective working relationships with other employees, organizations and the general public.

Work Environment

The noise level in the work environment is usually moderate. While performing the essential duties of this job, the employee is constantly required to perform multiple tasks simultaneously, to work under time pressures to meet deadlines and to work closely with others as part of a team; the employee is frequently required to do tedious exacting work. Worker is subject to physical hazards from traffic; serious hazard and infection from exposure to communicable disease; physical harm as the result of confrontation. 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 essential functions.