PUBLIC DEFENDER'S OFFICE - OFFICE ASSISTANT

Office Assistant

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

Minimum Qualifications :

Bilingual in English and Spanish preferred. Acceptable education and experience : 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. Preferred : Bilingual in English and Spanish.

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 :

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; Schedules document / record archive and disposal.

Job Summary :

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

Additional Information :

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. 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

El Paso County offers a very comprehensive benefit package consisting of the following :

HOLIDAYS 16 holidays per year as recognized.

VACATION Accruals are credited on a biweekly basis and available for use as it is accrued after 6 months of continuous service. Year to year carry-over accruals are limited to twice the employees annual rate. Part-time employees accrue vacation at half the rate of full-time employees. 10 days (1 through less than 5 years of service) 15 days (5 through less than 15 years of service) 20 days (15 years of service or over)

SICK LEAVE Accruals are credited on a biweekly basis and available for use as it is accrued after 3 months of full-time service. Employees accrue 15 days of sick leave per year.

MISCELLANEOUS PAID LEAVES Military Leave 15 days of paid leave per fiscal year for active military service Bereavement Leave 3 days of paid leave for the death of an immediate family member and 4 hours for other family members and friends.

MEDICAL HEALTH BENEFITS Plan Costs Biweekly Rates Effective January 1, 2025 to December 31, 2025 Medical Consumer Driven Health Plan (CDHP) No Discounts EE Only $5.34 EE & Spouse $145.30 EE & Children $101.93 EE & Family $238.07 2% Tobacco-Free Discount EE Only - $5.24 EE & Spouse - $142.39 EE & Children - $99.89 EE & Family - $233.31 4% Wellness Screening & HRA Discount EE Only - $5.14 EE & Spouse - $139.49 EE & Children - $97.85 EE & Family - $228.55 6% Tobacco-Free AND Wellness Screening & HRA Discount EE Only - $5.04 EE & Spouse - $136.58 EE & Children - $95.81 EE & Family - $223.79 Core Plan No Discounts EE Only - $35.70 EE & Spouse - $226.41 EE & Children - $174.96 EE & Family - $358.61 2% Tobacco-Free Discount EE Only - $34.98 EE & Spouse - $221.88 EE & Children - $171.46 EE & Family - $351.44 4% Wellness Screening & HRA Discount EE Only - $34.26 EE & Spouse - $217.35 EE & Children -$167.96 EE & Family - $344.27 6% Tobacco-Free AND Wellness Screening & HRA Discount EE Only - $33.56 EE & Spouse - $212.83 EE & Children - $164.46 EE & Family - $337.09

RETIREMENT Retirement benefits are provided by the Texas County and District Retirement Fund (TDCRS). Regular employees become a member of TDCRS upon hire. All regular employees are required to contribute 7% to the retirement fund and the County matches 250% upon eligible retirements.

DEFERRED COMPENSATION Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program.

LIFE INSURANCE Full-time County employees are provided a basic life insurance benefit of $10,000 life insurance at no cost. Supplemental coverage is available for additional fees.

LONG-TERM DISABILITY The