Production Assistant (Administrative Assistant III)

Job #: 2018-09

  • TWC Job #: 3029126
  • Opening Date: 10/09/2017
  • Travel Required: n/a
  • Monthly Salary: $3,300.00-$3,429.08/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

Serves as production assistant in the Office of the Governor’s (OOG) Constituent Communication Division reporting to the division deputy director.  The Constituent Communication Division is responsible for receiving, recording and retaining communications from constituents, public officials, state agencies or others concerning public policies, procedures, ceremonial items or operations of the Office of the Governor.  These messages arrive in the form of letters, phone calls, faxes, web site submissions or other means of communication.  The Constituent Communication Division is charged with producing appropriate responses on behalf of the governor. 

The position of production assistant performs complex (journey-level) administrative support or technical program assistance work.  Work involves disseminating information, maintaining filing systems, and performing internal administrative support work.  May train others.  Works under general supervision with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES

  • Prepares and disseminates information concerning agency programs and procedures.
  • Prepares and distributes correspondence, reports, studies, forms, and documents.
  • Maintains filing, record-keeping, and records management systems.
  • Responds to inquiries regarding rules, regulations, policies, and procedures.
  • Performs complex document and data merges. 
  • Participates in the planning and execution of an agency program.
  • Compiles and enters data for charts, graphs, databases, summaries, or reports.
  • Performs general office duties such as ordering supplies, performing basic bookkeeping work.
  • Assists in the development of administrative or technical assistance policies and procedures.
  • Serves as division Safety Officer. 
  • Completes annual risk management review. 
  • Maintains access, security and maintenance services for autopen. 
  • Coordinates the state agency records retention program, practices, policies and procedures for the division. 
  • Demonstrates interpersonal effectiveness and tact while communicating with various internal and external constituencies. 
  • Maintains knowledge of current events with regard to change and innovation in state governmental affairs and public policy.
  • Establishes and maintains a regular attendance record and a reliable body of work performance.  
  • Contributes to a positive culture within the division. 
  • May create, edit and mail form letters and typical responses. 
  • May provide assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing visitors to the appropriate staff.
  • May research, compose, design, or edit agency publications such as brochures, forms, and manuals.
  • May develop training materials.
  • May train others.
  • Performs other related work as assigned.

MINIMUM QUALIFICATIONS

Graduation from a standard senior high school or equivalent.  Experience in administrative support work required.  Must be knowledgeable of the administration’s key initiatives and policy positions. Must possess and maintain the highest ethical and confidentiality standards. 

KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENTS

  • Thorough knowledge of standard office practices, administrative procedures and safety preparation.
  • Working knowledge of automated information tracking systems and database management.
  • Knowledge of multi-line phone system operation and procedures.
  • Knowledge of personal computers and software applications.
  • Exemplary customer service skills. 
  • Skill in the use of standard office equipment and software.
  • Skill in attention to detail and accuracy.
  • Ability to maintain effective working relationships within and outside the agency.
  • Ability to communicate and interact effectively with members of the public.
  • Ability to respond to public inquiries in a timely manner.
  • Ability to implement administrative procedures and to evaluate their effectiveness.
  • Ability to interpret rules, regulations, policies, and procedures.
  • Ability to identify problems, evaluate alternatives and implement effective solutions.
  • Ability to train others.

Registration, Certification or Licensure
Valid Texas Driver’s License.

Physical Requirements and/or Working Conditions
This classification functions in a standard office environment.   Ability to drive and travel as needed.  Will need to move about the office to access file cabinets, office machinery, set up conference rooms for meetings, etc. Must be able to communicate and exchange accurate information via phone, computer and in person.  Must be able to observe and evaluate data in a variety of formats, including hard copy, electronic and media formats. Must be able to work hours during a legislative session that include holidays and as needed. Must be able to handle stress effectively and demonstrate interpersonal skills with a varied spectrum of stakeholders. The demands of the job will require reasoning and decision-making capabilities within a fast-paced environment.