Administrative Assistant III

Overview

This posting is open until filled. Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Enforcement Division. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Provides internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others.

Percent time allocations: 40% administrative and technical support to Regional Management and other staff; 30% general office management duties; 20% creates and maintains spreadsheets/databases and reports; 10% education, training and other work activities.

• 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 and arranges meeting appointments, schedule, and travel arrangements for Regional Enforcement staff.
• Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies management of appointments and approaching deadlines; may answer routine questions related to licensing/auditing.
• Maintains enforcement records and tracks time associated with enforcement personnel for engagements requested by outside agencies.
• Provides exceptional customer service to both internal and external customers.

• General Office Management Duties:
• Maintains office operations (filing, phone, scheduling, postage log).
• Maintains supplies and completes divisional purchase requests, requisitions, and receiving reports.
• Maintains and reports record retention files.
• Ensures information for Licensing is date stamped and distributed to appropriate licensing analyst or Supervisor.
• Works with the capital inventory custodian to ensure Licensing equipment is accounted for and safeguarded.
• Answers phone lines and responds to inquiries; explains rules, regulations, policies, and procedures.

• 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/updates data in systems as necessary.
• Maintains files and updates computer database systems for enforcement activities; conducts research to resolve customer service inquiries/issues.

• Education, Training and Other Work
  
  Activities:
• Completes all annual training assignments and attends other required occupational training.
• 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 of full-time clerical or administrative support experience.

Applicable Substitutions: Completion of thirty semester hours of college will substitute for one year of experience.

Knowledge: General office practices, administrative procedures; business terminology, spelling, punctuation, and grammar.

Skills: Proficient in electronic data and/or word processing;
Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint, and Adobe Acrobat; professional communication via phone, e-mail, in person and mail.

Abilities: Implement administrative procedures; interpret rules/regulations/policies; communicate effectively; provide guidance to others; analyze and solve problems; work independently; meet critical deadlines; follow instructions; maintain confidentiality; maintain files/records; perform mathematical computations; work under pressure; interact professionally with agency employees and the public.

Registration, Certification or Licensure: Possess a valid Texas driver’s license, if applicable. Additional certifications may be required to be registered, certified, or licensed in a specialty area.

The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safety for all finalists for this position.

This position functions in a standard office environment. Must be able to move around the office to access filing cabinets and office equipment and move up to 20 pounds. Must be able to communicate via phone, computer, in person and via electronic media. Must be able to perform repetitive keyboard use and work with overlapping deadlines. Must be able to work as part of a team and handle confidential information.

This position is expected to work in the office but may be eligible for situational or hybrid telework upon completion of an initial probationary period. For teleworking, a secure,…