Administrative Assistant III; San Antonio

General Description

Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Enforcement Division. The role involves providing internal administrative support such as disseminating information, assisting with filing systems, and preparing and editing reports and documents. The candidate may provide guidance to others and works under general supervision, with moderate latitude for the use of initiative and independent judgment.

40% Provides administrative and technical support to Regional Management and other staff:

• Prepares and disseminates information concerning agency programs and procedures.
• Reviews and records essential information to ensure data integrity and confidentiality.
• Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
• Maintains meeting appointments, schedule, and travel arrangements for Regional Enforcement staff.
• Maintains a calendar of time‑sensitive issues, meetings, case settlements, deadlines, and notifies management of appointments and approaching deadlines; may also answer routine questions related to licensing/auditing.
• Maintains enforcement records, including in‑office appointments.
• Tracks time associated with enforcement personnel for engagements requested by outside agencies.
• Provides exceptional customer service to internal and external customers.

30% General Office Management Duties:

• Provides administrative support associated with maintaining the office (filing, phone, scheduling, & postage log if applicable).
• Maintains a level of office supplies for the division, including submission of orders and completion of divisional purchase requests, requisitions, and receiving reports.
• Maintains and reports record retention files.
• Ensures all information received for Licensing is date‑stamped and distributed to the appropriate licensing analyst or supervisor.
• Works with the capital inventory custodian to ensure all Licensing equipment is accounted for and safeguarded.
• Answers phone lines and responds to inquiries; explains rules, regulations, policies, and procedures.

20% Creates and maintains spreadsheets and/or databases; prepares reports and final documents.

• Establishes and maintains interrelated record‑keeping systems; reviews and proofreads documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations.
• Inputs, modifies, and updates data in systems and records as necessary.
• Maintains files and updates to computer database systems for work activities dealing with enforcement tasks.
• Conducts research on forms and/or computer database system to resolve customer service inquiries/issues.

10% Education, Training, and Other Work

Activities:

• Complete all annual training assignments and other occupational training as required.
• May prepare and compile presentation and training materials.
• May coordinate agency‑hosted training sessions.
• Performs other duties as assigned.

• Education: Graduation from a standard senior high school or equivalent.
• Experience: Three (3) years’ full‑time experience in clerical or administrative support work.
• Applicable Substitutions: Completion of thirty semester hours of college will substitute for one year of experience.

• Knowledge of general office practices and administrative procedures.
• Knowledge of business terminology, spelling, punctuation, and grammar.

• Skilled in the use of electronic data and/or word‑processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint, and Adobe Acrobat.
• Skilled in exhibiting polite and professional communication via phone, e‑mail, in person, and mail.

• Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
• Ability to analyze and solve work‑related problems.
• Ability to work independently, perform as a self‑starter and meet critical deadlines.
• Ability to follow instructions and communicate effectively both orally and in writing.
• Ability to…