What are the responsibilities and job description for the Administrative Assistant IV(Administrative Assistant) Austin, TX position at Texas Alcoholic Beverage Commission?
General Description
GENERAL DESCRIPTION:
Performs highly complex (senior level) administrative support work for the Audit and Investigations Department. Work involves providing and coordinating internal administrative support including disseminating information, developing filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions
ESSENTIAL JOB FUNCTIONS (EJFs):
(30%) Provides administrative support and technical assistance to the Director of Audit and Investigations Department and staff:
(5%) Performs other duties as assigned.
Minimum Qualifications
Graduation from a standard senior high school or equivalent.
AND
Four (4) years' full-time experience in clerical or administrative support work.
NOTE: Completion of thirty semester hours of college will substitute for one year of experience.
Knowledge, Skills, And Abilities
Knowledge of general office practices and administrative procedures.
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 multi-task and meet deadlines.
Ability to deal with the agency employees and the public in a professional manner.
Registration, Certification Or Licensure
Valid class C Texas Driver's License.
If out of state, ability to obtain Texas license within 3 months of employment.
Physical Requirements/Supplemental Information
PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:
This position functions in a standard office environment. Must be able to move around the office to access file cabinets, office equipment, and lift up to 25 pounds and dolly up to 45 pounds on occasion. Must be able to communicate and exchange information via phone, computer, in-person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. Must be willing and able to travel, including occasional overnight travel as needed for training purposes. Required to work as a team member and handle confidential sensitive information.
GENERAL DESCRIPTION:
Performs highly complex (senior level) administrative support work for the Audit and Investigations Department. Work involves providing and coordinating internal administrative support including disseminating information, developing filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions
ESSENTIAL JOB FUNCTIONS (EJFs):
(30%) Provides administrative support and technical assistance to the Director of Audit and Investigations Department and staff:
- Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports.
- Maintains the records system for the Audit and Investigations Department.
- Performs record retention work and coordinates with the division director, human resource, and the legal divisions on disposal of records according to the division’s agency retention schedule.
- Coordinates and schedules training and travel for division employees and serves as travel coordinator.
- Assists with submitting and coordinating job requisitions in NEOGOV and forms in DocuSign.
- Coordinates the development and implementation of central filing, record-keeping, and records management procedures for the division.
- Maintains Director and Deputy Director’s calendars for scheduling appointments, meetings, deadlines, major events, etc.
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Maintains equipment, materials, and supplies for the division.
- Triages incoming inquiries and complaints and assigns tasks to respective area managers for appropriate handling and responses.
- May analyze internal processes, provide efficiency recommendations, and implement procedural and policy changes to improve operations.
- Plans and coordinates special and administrative assignments and responds to internal and external inquiries by phone and email. Provides and ensures a high level of confidentiality in all matters.
- Processes and administers all summary suspension requests received from the Comptroller.’
- May assist with processing ad valorem cases.
- Programs the credit law list report to run bi-monthly based on pre-determined calendar dates.
- Receives, reviews, processes, and submits to Legal Division administrative cases received from field offices.
(5%) Performs other duties as assigned.
- Handles incoming phone traffic and routes accordingly.
- Abide by established work hours, be punctual; wherein arrival and departure times conform with established work schedule.
- Ability to coordinate scheduled time off, appointments, holidays, etc. with Audit staff and other support staff to avoid conflicts in office coverage.
- May serve as liaison to other program staff.
Minimum Qualifications
Graduation from a standard senior high school or equivalent.
AND
Four (4) years' full-time experience in clerical or administrative support work.
NOTE: Completion of thirty semester hours of college will substitute for one year of experience.
Knowledge, Skills, And Abilities
Knowledge of general office practices and administrative procedures.
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 multi-task and meet deadlines.
Ability to deal with the agency employees and the public in a professional manner.
Registration, Certification Or Licensure
Valid class C Texas Driver's License.
If out of state, ability to obtain Texas license within 3 months of employment.
Physical Requirements/Supplemental Information
PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:
This position functions in a standard office environment. Must be able to move around the office to access file cabinets, office equipment, and lift up to 25 pounds and dolly up to 45 pounds on occasion. Must be able to communicate and exchange information via phone, computer, in-person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. Must be willing and able to travel, including occasional overnight travel as needed for training purposes. Required to work as a team member and handle confidential sensitive information.
