Administrative Assistant (Administrative Assistant III)

Job #: 2018-02

  • TWC Job #: 3508830
  • Opening Date: 10/09/2017
  • Travel Required: n/a
  • Monthly Salary: $3,000-$3,075/mo
  • Position Location: Austin, Texas
  • Group Step: A13
  • Class: 0154

Military Occupational Specialist codes that may be applicable to this position: 42A, 92A, AZ, LS, MC, PS, RP, YN, 641LDO, 741CWP, YN, 360, 0111, 6046, 01, 6042, 3A, 3A1X1, 8A200

GENERAL DESCRIPTION

In addition to being a front-line receptionist and switchboard operator for the Office of the Governor, this Administrative Assistant position provides administrative assistance for the Criminal Justice, Homeland Security Grants Divisions and HR. Work schedule is M-F, 8:00 a.m.-5:00 p.m. Fields, researches and timely refers calls and provides accurate and timely responses. Greets guests and visitors. Initiates and completes routine research internally as required to provide superior customer service.  Date stamps correspondence received according to department. May provide administrative support in connection with grant activities within CJD. Maintains a well-organized and clean reception suite. Assists in cross training other OOG staff assigned to perform back-up duties. Maintains strict confidentiality where required. Performs all other related duties as assigned, including clerical and general office support duties.  Requires a disciplined, highly dependable individual.

Essential Duties

  • Attendance on a regular and punctual schedule, M-F, 8 a.m.-5 p.m.  Responsible for opening agency lines each day and answering CJD and HSG main lines.
  • Must be able to remain in stationary position for 50% of the time.
  • Receives and promptly fields internal and external telephone inquiries. Makes logical and timely caller and visitor referrals.  Logs in visitors and monitors entry doors.
  • Independently and correctly prioritizes calls and emerging issues to determine when prompt, higher-level OOG follow-up action may be required.
  • Collects background authorization forms from interview candidates. Assists with scheduling of interviews.
  • Print and scan documents for distribution as needed.
  • Maintains calendar and appointments as appropriate.
  • Coordinates and processes travel related forms for council members and others as needed.  May provide support with reimbursement requests on occasion.
  • Provide administrative support in connection with CJD grant management functions.
  • Demonstrates sustained knowledge of OOG issues and press releases and matters of public interest.
  • Conducts basic Internet research to assist OOG staff, customers and visitors.
  • Enters data for departmental reports as approved by Dir. of HR.
  • Accepts, logs, date-stamps and efficiently routes correspondence for departments.
  • Processes purchase requisitions and orders supplies and materials.  Maintains filing of records.
  • Maintains reception area visitor logs.
  • Perform general office duties such as ordering supplies, notifying maintenance, and tracking employee leave or availability. 
  • Performs all other related duties as assigned.

Required Qualifications (Minimum Qualifications)
High school graduate or equivalent with 1-3 years of experience as an assistant providing administrative support. Prior experience with multi-line phone system. Additional college level education may be substituted for experience on a year-for-year basis.  Must be able to start work at 8:00 a.m.  Regular attendance required. Must possess strong communication and computer skills.  Discretion and ability to maintain confidentiality of matters. Valid Texas driver’s license for any driving assignments. Must be available to work extended hours when necessary. 

Preferred Qualifications
Bilingual in Spanish.

Knowledge, Skills and Abilities

  • Thorough knowledge of multi-line phone system procedures.
  • Knowledge of office practices and procedures.
  • Knowledge of personal computers and software applications.
  • Skill in communicating with constituents via telephone and in person.
  • Skill in customer service.
  • Skill in record keeping and maintenance.
  • Skill in using Excel, PowerPoint and MSWord systems.
  • Skill in organization.
  • Ability to maintain punctual attendance from 8:00 a.m. – 5:00 p.m.
  • Ability to maintain regular attendance Monday-Friday.
  • Ability to remain in stationary position for 50% of the time.
  • Ability to move about the office to access files, office machinery and/or to distribute correspondence.
  • Ability to maintain confidentiality of sensitive information.
  • Ability to discern customer needs and assist accordingly.
  • Ability to consistently exercise tact and courtesy with difficult callers and/or visitors.
  • Ability to communicate effectively.
  • Ability to handle multiple tasks simultaneously.
  • Ability to follow directives.
  • Ability to maintain effective working relationships within and outside the agency.
  • Ability to maintain professional demeanor with irate or upset callers.
  • Ability to identify staff and/or visitors in person or via video monitor or call box.
  • Ability to communicate and exchange accurate information via phone, computer and in person.

Registration, Certification or Licensure
Texas Driver’s License.

Physical Requirements and/or Working Conditions
This classification functions in a standard office environment.  Ability to move up to 35 lbs.  Ability to drive as needed.  Must be able to remain in a stationary position for 50% of the time.  Will need to occasionally move about the office to access file cabinets, office machinery, to distribute correspondence, etc. Must be able to communicate and exchange accurate information via phone, computer and in person. Must be able to observe and/or identify visitors and staff entering the building in person and/or via video monitor or call box.  Must be able to work hours during a legislative session that include holidays and as needed.