JUSTICE SERVICES ADMINISTRATOR COORDINATOR - 40006925

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***THIS POSTING IS SUBJECT TO CLOSE WITHOUR PRIOR NOTIFICATION***

GENERAL DESCRIPTION:

Performs advanced administrative, program coordination, financial support, and records management work for the Justice Services Department. Coordinates administrative operations supporting the Juvenile Crime Prevention Council (JCPC), Department of Juvenile Justice and Delinquency Prevention (DJJDP) funded programs, departmental contracts, financial processes, regulatory reporting, board and committee administration, and departmental operations. Work includes coordinating multiple administrative processes, maintaining official records, monitoring deadlines, preparing reports, processing financial transactions, and serving as the primary administrative liaison with County departments, state agencies, community organizations, and funded providers.

Work is performed under general supervision within established policies, procedures, and regulatory guidelines.

DUTIES AND RESPONSIBILITIES:

The essential functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• • Coordinates administrative operations supporting Justice Services programs, initiatives, and special projects.
  • Provides advanced administrative support to departmental leadership, advisory councils, committees, and boards.
  • Coordinates meetings, training sessions, and special events, including scheduling, logistics, facilities, participant communications, and meeting materials.
  • Develops agendas, prepares meeting packets and presentations, records official minutes, maintains historical records, and tracks follow-up actions.
  • Coordinates departmental correspondence, reports, presentations, and other communications.
  • Maintains official departmental, program, and advisory council records in accordance with County records retention requirements.
  • Coordinates administrative support for the Juvenile Crime Prevention Council (JCPC) and other Justice Services advisory bodies, including funding processes, committee activities, compliance documentation, and communication with state and local partners.
  • Tracks assignments, project milestones, reporting deadlines, and other deliverables to ensure timely completion of work.
  • Assists with planning, implementation, and continuous improvement of departmental programs, administrative processes, and operational initiatives.
  • Processes invoices, purchase requests, journal entries, reimbursement requests, payment documentation, and other financial transactions.
  • Monitors program expenditures, maintains budget tracking records, and coordinates financial reporting with County Finance and program staff.
  • Reviews financial records and supporting documentation for completeness, accuracy, and compliance with County policies and procedures.
  • Coordinates purchasing, procurement, contract administration, and related administrative activities.
  • Coordinates administrative activities associated with grants, contracts, funding agreements, and Requests for Proposals (RFPs), including preparation, tracking, and maintenance of required documentation.
  • Assists with the preparation of grant applications, funding documents, financial reports, and other required program reports.
  • Monitors grant, contract, and funding requirements to ensure compliance with County, State, and federal regulations, reporting requirements, and established deadlines.
  • Assists with audits, monitoring visits, compliance reviews, and the preparation of supporting documentation.
  • Maintains confidential personnel, financial, contractual, and program records in accordance with applicable laws, regulations, and County policies.
  • Coordinates departmental office operations, including records management, inventory, work orders, databases, tracking systems, and administrative support functions.
  • Assists with payroll support, personnel administrative, and other departmental administrative processes.
  • Serves as a liaison with County departments, courts, state agencies, educational institutions, community organizations, contracted service providers, vendors, and the public.
  • Provides technical and administrative assistance regarding departmental programs, processes, policies, and procedures.
  • Establishes and maintains effective working relationships with internal and external stakeholders while delivering responsive customer service.
  • Provides backup support for administrative operations and cross-functional departmental activities to ensure continuity of operations.
  • Performs related work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of modern office administration principles, practices, and procedures.
• Knowledge of financial recordkeeping, budget monitoring, purchasing, contract administration, and grant management principles.
• Knowledge of records management practices, records retention requirements, and applicable County, State, and federal regulations.
• Knowledge of Microsoft Office Suite and other business software applications used to prepare reports, maintain records, and analyze information.
• Ability to coordinate multiple projects, assignments, and competing priorities while meeting established deadlines.
• Ability to interpret and apply policies, procedures, regulations, and administrative guidelines.
• Ability to prepare, review, and maintain accurate financial, contractual, and administrative records and reports.
• Must maintain confidentiality of sensitive information
• Ability to analyze information, identify discrepancies, and recommend appropriate administrative solutions.
• Ability to establish and maintain effective working relationships with County staff, elected and appointed officials, governmental agencies, community organizations, vendors, and the public.
• Ability to communicate effectively, both orally and in writing, including preparing correspondence, reports, meeting materials, and presentations.
• Ability to exercise sound judgment, maintain confidentiality, and perform work independently within established policies and procedures.
• Skill in organizing work, maintaining attention to detail, and managing multiple assignments in a fast-paced environment.
• Skill in providing professional customer service and technical administrative support to internal and external stakeholders.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• • Associate's degree in Business Administration, Public Administration, Accounting, Finance, Criminal Justice, Office Administration, or a closely related field and two (2) years of progressively responsible administrative support experience involving financial administration, contracts, grants, records management, program coordination, or office operations.
  • An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

PHYSICAL DEMANDS: 

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• • Performs sedentary work involving prolonged sitting, standing, walking, and frequent use of computers and standard office equipment. May occasionally lift and carry materials weighing up to 20 pounds.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• • None

SPECIAL CERTIFICATIONS AND LICENSES REQUIREMENTS:

• • Must possess and maintain a valid driver’s license issued by the State of North Carolina and an acceptable driving record.

STANDARD CLAUSES:

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Durham County.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS:

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

AMERICANS WITH DISABILITIES ACT COMPLIANCE:

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management. 

BACKGROUND CHECK STATEMENT:

This position may be subject to a background check, which could include, but is not limited to, criminal history (employment-related and/or SBI fingerprint-based), credit history, motor vehicle records, educational verification, and checks of the sexual offender registry, depending on the specific requirements of the role. A conviction record does not automatically disqualify an applicant from employment consideration, unless otherwise required by applicable state law.