Office Associate

Assists in the maintenance of the EAA’s records program in accordance with EAA’s policies and related statutory requirements and office administration. Under Records, assists in maintaining a records retention program for the EAA. Audits imaging, indexing, filing of records. Prepares documents for imaging, images and indexes files according to the EAA’s procedures. Prepares and indexes documents for offsite storage and retrieves offsite documents as required.

Assists with coordinating and expediting responses to public information requests and provides the records to the public in accordance with the Texas Public Information Act (TPIA) and maintains all tracking and reporting for TPIA requests. Assists in other daily records activities including but not limited to maintaining the records control schedule, updating and reviewing files for destruction, maintaining an inventory of all active and inactive files.

Scans documents from off‑site storage as well as the scanning of oversized documents and maps and importing these documents into the electronic records management software. Under Office Administration, provides assistance to senior HR staff by providing administrative support for employee engagement, wellness, scheduling interviews and attending job fairs. Monitors inventory of office supplies recommends replenishment of supplies, reviews deliverables for correctness and monitors purchase orders for payments.

Performs customer service duties including back‑up assistance for the front‑desk main telephone coverage and back‑up assistance for Administrative Support tasks on an as needed basis. Prepares, scans and files documents into appropriate files as needed. Work is closely directed and performed according to detail instructions established by the supervisor or senior personnel in the functional area. Uses initiative and discretion in carrying out recurring assignments.

Works collaboratively with others. Performs other duties as assigned by the supervisor.

Associate degree or two years (60 hours) of college credit plus minimum of one year of relevant experience or High School/GED plus three years of relevant experience. Excellent knowledge of grammar, spelling, and punctuation. Ability to compose letters and memoranda with high accuracy and attention to detail. Working knowledge of word processing. Ability to perform data entry and scanning with high accuracy and attention to detail.

Proficiency with use of Microsoft Office suite of applications. Possess strong communication skills as well as problem solving ability. Possess excellent customer service skills and ability to interact with all levels of customers and staff. Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems and prioritize work. Possess high level of interpersonal skills to handle sensitive and confidential situations.

Knowledge of office management procedures. Proper telephone etiquette and the ability to exercise initiative, independent judgment, and responsibility. Ability to operate standard office equipment. Knowledge of document imaging to include the ability to scan, index (apply metadata tagging), and manipulate images (.pdf). Proficient in grammar, spelling, proofreading, punctuation, and basic arithmetic skills. Ability to operate a multi‑line telephone system, postage meter, and copier.

Ability to be adaptable to work environment. Possess logic and reasoning skills when moving documents from one application to another. Ability to exercise initiative, independent judgment and responsibility. Possess strong communication skills as well as problem solving ability. Possess excellent customer service skills and ability to interact with all levels of customers and staff. Valid driver’s license and ability to operate a motor vehicle.

Job performance may require listening, seeing, sitting, talking; occasional reaching, grasping, lifting handling, pulling or pushing, balancing and carrying of items such as boxes of materials, books, etc. with weights not exceeding 25 pounds; limited walking, standing, stooping, and bending; some irregular hours and long workdays, and moderate levels of stress. Job is performed primarily in an office environment with infrequent trips to other offices and limited exposure to weather conditions.