Office Administrator

Reporting directly to the Assistant Chief Deputy, responsible for overseeing the Corrections Office Administration team and managing administrative and financial operations for the division, including oversight of the finance functions that support bond processing and inmate trust fund administration.

• Oversees assigned division operations and supervises personnel to include hiring, training, scheduling, timekeeping approval, performance evaluations, and corrective actions
•  Prepares and tracks budgetary items; compiles reports for executive staff
• Monitors expenditures and reports updates to executive staff
• Orders supplies and equipment and tracks required documentation
• Verifies accuracy and completeness of critical documents such as records, correspondence, regulations, etc.
• Assists in conducting research, compiling data, and preparing documents for consideration and presentation
• Assists in preparing annual budget; serves as point of contact during the budget preparation process 
• Monitors purchasing card transactions and processes statements
• Processes purchase requisitions
• Provides direct customer service either in person or on the telephone
• Creates and maintains various reports
• Creates and maintains forms, worksheets, and informational materials
• Ensures comprehensive filing systems are maintained and up to date
• Plans and executes special projects and events
• Assists with policy and procedure updates
• Reviews and processes all bills and invoices for submission to Accounts Payable
• Scans, files, and audits invoices
• Approves expense reimbursement submissions
• Tracks expenditures by general ledger (GL) codes
• Enters and verifies data within applicable databases and/or systems
• Assists in various staffing processes
• Attends all meetings and trainings, as required
• Performs other duties as assigned

ORGANIZATION RELATIONSHIPS

• Reports directly to – Assistant Chief Deputy
• Direct Reports – Yes

PHYSICAL DEMANDS

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying

ENVIRONMENTAL FACTORS

• Work is primarily indoors in an air-conditioned environment
• Contact with persons accused or convicted of crimes
• Contact with law enforcement officials and public

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

• High School diploma or equivalent
• Three (3) years of office administration/management experience to include budget preparation, accounting procedures, and supervisory duties

LICENSES AND CERTIFICATIONS

Required within thirty (30) days of employment

• Valid driver’s license

PREFERRED QUALIFICATIONS 

• Associate degree in a related field
• Prior office administration experience in a corrections and/or law enforcement environment

EMPLOYMENT TESTING 

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal background check: Yes 
• Motor Vehicle Record check: Yes 
• Drug screening: Yes 
• Physical exam: No
• Psychological exam: No
• Additional: N/A

A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) business days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilcotx.gov/469/Human-Resources.   

Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA).  If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department. 

TOBACCO FREE WORKPLACE POLICY

Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.