ADMINISTRATIVE ASSISTANT IV-Juvenile Services

The Executive Secretary II will be responsible for assisting with the daily functions of the Juvenile Services department including managing and overseeing daily administrative functions related to the Director, Deputy Director, and Assistant Directors (“Executive Team”) of Tarrant County Juvenile Services (“TCJS”), under broad direction from the Director. It provides comprehensive administrative assistance to the Executive Team, including, but not limited to, maintaining calendars, scheduling meetings and events, coordinating travel arrangements, and maintaining files and records. The position coordinates, monitors, and provides primary assistance with various contracts, Memorandums of Understanding (“MOUs”), Requests for Proposal (“RFPs), and Requests for Qualification (“RFQs”).  The position also serves as administrative assistant to the Tarrant County Juvenile Board (the “Juvenile Board”), which includes coordinating and assisting in preparation of all Juvenile Board agendas, scheduling of Juvenile Board meetings, taking and disseminating minutes, preparing meeting information packets, complying with public notice requirements, and coordinating communications with County Administration and other County departments.
 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides comprehensive administrative assistance to the Executive Team to ensure the efficient and effective administration of TCJS including, but not limited to, making and receiving telephone calls; calendaring of activities, meetings, events, and committees for members of the Executive Team; preparation of Juvenile Board packets and compliance with related public notice requirements; attendance at all Juvenile Board meetings (public, committee, planning, emergency, etc.), and coordinating travel arrangements for meetings and training.
• Serves as administrative assistant to the Juvenile Board, assisting with generating, editing and proofreading Juvenile Board agendas; scheduling Juvenile Board meetings; notifying district judges of meetings; posting agendas as mandated by State law; preparing and distributing Juvenile Board information packets; ensuring that contracts approved by the Juvenile Board are signed; placing approved contracts, MOUs, RFPs, RFQs and related documents on the Tarrant County Commissioners Court (“Commissioners Court”) agenda in a timely manner; and taking minutes and related support functions. 
• Acts as liaison between TCJS and the Tarrant County Purchasing Department, Grants Department, Budget Department, Human Resources Department, Commissioners Court, Criminal District Attorney's Office, and Juvenile Board on behalf of the Director.        Assists with the drafting and processing of various documents, contracts, MOUs, RFPs, RFQs.        Assists in monitoring the drafting, review, and approvals of Commissioners Court communications, requests for proposal, contracts, and other items related to public notice or response.
• Receives and responds to telephone calls and messages, receives public inquiries, and responds to emergency requests for information. Organizes and maintains TCJS historical and administrative records and files, maintaining the confidentiality of TCJS information, and distributes internal and external written correspondence.
• Assists with TCJS contracts, MOUs, RFPs, and RFQs, including any related annual contract renewals, adjustments, and updates.
• Interfaces with other County departments and officials to facilitate department business. Assists with the Tarrant County Information Technology department (“IT”) in developing and maintaining content for the TJCS website.
• Greets and interfaces in a professional manner with visitors, members of other County departments, attorneys, Court personnel, Judges, youth, families, crime victims, law enforcement officials, elected officials, TCJS personnel, volunteers, service providers, and others.
• Develops information and publishes special reports and packets for submission to Commissioners Court, the Juvenile Board, and TCJS, such as budget documents, grant applications, charts, graphs, and presentations.
• Types letters, forms, and memos of a technical and confidential nature.
• Prepares and distributes minutes for Executive Committee and Senior Leadership Team.
• Performs all other related duties as assigned.

Knowledge, Skills, & Abilities:

• Excellent customer service and communication skills, both verbal and written. 
• Ability to work in a fast-paced environment. 
• Must be able to stay organized and know how to prioritize the workload. 
• Ability to work independently and as part of a team. 
• Competency with computers and Microsoft Office 365 Suite. 
• Advanced analytical skills. 
• Strong organizational skills and ability to comprehend operational processes and propose modifications.  
• Ability to proficiently use word processing and spreadsheet software as well as create presentations for the Executive Team or their designee.
• Ability to compose, edit, proofread, and correct own work and work of others.  
• Ability to take and transcribe dictation and meeting notes. 
• Must have interpersonal skills that are sufficient to deal courteously with all persons encountered, including visitors, members of other County departments, attorneys, Court personnel, Judges, youth, families, crime victims, law enforcement officials, elected officials, TCJS personnel, volunteers, service providers, and others
• Ability to manage an office, prioritize tasks permitting accomplishment of various assigned tasks, and work under pressure with a wide range of responsibilities, fluctuating assignments, and short deadlines.

• Associate’s degree or equivalent.  
• Three (3) years of administrative or high-level secretarial support experience.  

 While performing the duties of this position, the incumbent may be required to bend, hear, keyboard, sit, stand, talk, work alone and with others, and work overtime. Must be able to lift up to 25lbs.