What are the responsibilities and job description for the OAG - Information Governance | Administrative Assistant I | 24-0888 position at OFFICE OF THE ATTORNEY GENERAL?
REVISED 08/26/2024
GENERAL DESCRIPTION
The Information Governance Division (IGD) of the Office of the Attorney General is seeking an Administrative assistant that performs entry-level records management program assistance and administrative support .Serves as a Records Technician in the OAG Records Center and supports the work of the Record Services Manager. Work involves performing the day-to-day on-site operational functions of the OAG Records Center to include processing records circulation and records storage requests; assisting with records disposition activities; creating, updating, maintaining, and entering information into records management systems; and operating and maintaining Records Center equipment. Prepares, edits, and disseminates correspondence, forms, reports, and documents related to OAG Records Management Program services, policies, and procedures; and assists with developing and conducting instructional programs. Performs internal administrative support work, such as scheduling and tracking Records Center operational activities; responding to client inquiries via email, phone, and virtual meeting technologies; compiling data for charts/graphs, summaries, and reports; and maintaining administrative filing systems.
The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State’s law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.
ESSENTIAL POSITION FUNCTIONS
- Serves as a Records Technician and performs day-to-day operational functions of the OAG Records Center. Follows established procedures and methods for completing simple-to-complex records management services. Receives, processes, and assists with records circulation, storage, and final disposition requests, meeting established response times. This position requires a moderate level of physical activity. Record boxes must be lifted, carried, and stacked multiple times throughout each day.
- Operates Records Center equipment, including computers, hand-held scanners, label and document printers, dollies/hand trucks, pallet jacks, and forklifts. Assists in the routine cleaning/maintenance of equipment following prescribed procedures; troubleshoots equipment problems; performs minor equipment repairs, as directed; relates equipment service needs up chain of command; participates during vendor equipment maintenance and repair; and maintains maintenance schedule and maintenance/repair logs for equipment.
- Professionally communicate via email, phone, and virtual meeting technologies program information to clients; responds to inquiries regarding technical program or administrative policies and procedures; ensures client satisfaction; proactively reports all potential client issues up chain of command in a timely manner; and assists with responding to client inquiries and resolving client issues. Maintains professional and respectful communication with co-workers, supervisors, other agency employees, and other agencies.
- Assists with the preparation of weekly program performance updates and statistical reports to management. Compiles, prepares, and submits additional program data, as needed.
- Provides support to the Records Services Manager and Records Center team. May participate in the preparation, editing, and distribution of training and operational procedure manuals.
- Assists with general administrative support. Ensures appropriate management of program records per agency policy; documents and files records in timely manner and assists with the disposition of program records. Assists with Records Center facility management, ensuring the safety and order of the Records Center and the accuracy of the Records Center management systems.
- Performs related work as assigned
- Maintains relevant knowledge necessary to perform essential job functions
- Attends work regularly in compliance with agreed-upon work schedule
- Ensures security and confidentiality of sensitive and/or protected information
- Complies with all agency policies and procedures, including those pertaining to ethics and integrity
MINIMUM QUALIFICATIONS
- Education: Graduation from high school or equivalent
- Experience: One year of full-time experience working in the following (or closely related) fields: administrative support, customer service, state government, or experience working in a records center or warehouse environment. May substitute thirty credit hours from an accredited college or university for the required experience.
- Knowledge of Microsoft Office 365 products
- Skill in effective oral and written communication
Skill in understanding and following complex verbal and written instruction - Skill in handling multiple tasks, prioritizing, and meeting deadlines
- Skill in exercising sound judgment and effective decision making
- Skill in working effectively with co-workers, management, other agency personnel, and clients
- Ability to receive and respond positively to constructive feedback
- Ability to work cooperatively with others in a professional office environment
- Ability to work safely in a warehouse environment, and perform warehouse duties
- Ability to lift or transport repeatedly up to 50 lbs. without assistance on a daily basis
- Ability to handle stressful situations
- Ability to provide excellent customer service
- Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG work space within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)
- Ability to arrange for personal transportation for business-related travel
- Ability to work more than 40 hours as needed and in compliance with the FLSA
- Ability to travel (including overnight travel) up to 5%
- Must possess a valid Texas driver’s license and good driving record
PREFERRED QUALIFICATIONS
- Experience working in a records management environment
- Experience working in an archives or working with archival records
- Experience working in the Office of the Attorney General or other governmental agency
- Knowledge of records and information management principles and practices
- Skill in operating warehouse equipment, including manual and electric pallet jacks and forklift
TO APPLY
To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at
https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf
THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER
