Court Compliance Secretary Lead - HHS (Finance)

NOTICE TO APPLICANT
This position will close at 12:00AM MST on the End Date.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

**An assessment will be administered for this position**

Job Description

PURPOSE SUMMARY. Under the direct supervision of the Court Compliance Division Manager, complete administrative duties in support of the division's programs and clients and serve as the lead for the other division secretaries.

ESSENTIAL DUTIES.

1. Program and Grant Operations

• Apply considerable knowledge of program objectives and policies to compose correspondence, reports, spreadsheets, and documents for signature.
• Manage the calendar and schedules appointments for the Division Manager.
• Coordinate the logistics for setting up meetings, and represent the department at meetings, as directed.
• Assist with grant tracking and reporting requirements.
• Coordinate special events such as workshops and trainings.

2. Client Services and Administrative Functions

• Communicate and respond to inquiries from clients, community partners, and court personnel in verbal and written form.
• Courteously greet, screen, and assist with incoming calls and visitors at the front office.
• Coordinate front desk, data processing, and file management functions and processes.

3. Lead Worker Responsibilities

• Provide day-to-day leadership, mentorship, train and develop staff.
• Assist with facilitation of staff meetings as needed and represent the program at public meetings as appropriate. Assist the Division Manager in data dissemination to appropriate community entities and/or staff members.
• Participate in the development of the annual Local DWI application and quarterly reports specific to related functions and components. Compile information and generate program reports and grant related materials for review by the Division Manager, Assistant Director and/or Director.
• Lead comprehensive training for new secretarial staff for the program. Provide instruction and guidance to staff in accordance with established guidelines, laws, policies and protocols.
• Draft, implement, monitor and update Standard Operating Procedures (SOPs) based on program requirements and direction from Division Manager. Assist with accreditation process and preparation.
• Run reports in database(s) used by Court Compliance program to review and conduct audits to assist with quality assurance of records.
• Coordinate with the Compliance Officer Lead to troubleshoot and improve functions that may affect compliance officers and secretarial staff.

ADDITIONAL DUTIES. Other duties may be assigned.

QUALIFICATIONS.

A. Education. High School Diploma. Associate Degree in Business Management, Public Administration, or related field is preferred.

B. Experience. Five (5) years of increasingly responsible administrative, customer service, recordkeeping, or support services experience. Bilingual (English/Spanish) skills preferred.

C. Education/Experience substitution. In accordance with County polic y .

D. Licenses/Certifications. Valid driver's license required. No DWI conviction within three years of application and must not be convicted of such while employed in the Court Compliance/LDWI program. Must maintain a satisfactory driving record in accordance with County policy.

E. Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass a background, credit and driving record check .

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Must have knowledge of : General office procedures and practices; Microsoft applications and database systems; administrative techniques and filing and recordkeeping systems; basic grant administration; principles and techniques of program management; data tracking and evaluation; business correspondence standards to include English, spelling, grammar, punctuation and basic mathematic skills.

Must have skills in : Technical writing; organization; and be able to establish and maintain effective and cooperative working relationships with others.

Must have ability to : Exercise independent judgment in various situations and determine appropriate action; draft clear and concise correspondence following verbal or written instructions from Division Manager and management team; handle sensitive and confidential matters and situations; and work with a culturally diverse population.

Compensation Range
$16.73 - $26.76

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person's race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.