Administrative Assistant (Administrative Assistant III)

Job #: 2021-09

  • TWC Job #: 14263235
  • Opening Date: 11/19/2020
  • Travel Required: N/A
  • Monthly Salary: $3,000.00-$3,417.00/month
  • Position Location: Austin, Texas
  • Group Step: A13
  • Class: 0154

Veterans, Reservists or members of the Guard with a Military Occupational Specialty (MOS) code of 42A – Human Resources Specialist, YN – Yeoman, PS – Personnel Specialist, 0111 – Administrative Specialist, 3F5X1 – Administration or other related fields may meet the minimum requirements for this position and are highly encouraged to apply.

Additional Military Crosswalk information  

In order to qualify for this position a State of Texas Applications must be submitted through Work In Texas. The OOG requires all sections of the state application to be completed.

Omission of data on the state application is grounds for disqualification of the application.

Only interviewed applicants will receive notice of the final disposition of the selection process. 

General Description

The Administrative Assistant position is assigned to the Public Safety Office (PSO) and reports to the Grant Administration Director.  The Public Safety Office makes investments through grant programs to promote strategies that improve public safety, support victims of crime, prevent terrorism, and prepare communities for the threats and hazards that pose the greatest risk to Texas.  This position provides complex (journey-level) administrative support work.  Work involves coordinating and disseminating information, developing administrative support systems, and coordinating internal administrative support work.  Provides consultative services and technical assistance to program staff, governmental agencies, community organizations, and the general public.  Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Essential Duties

  • Effectively plans, coordinates and performs administrative duties, including oral and written communication; scheduling; and developing, updating, writing, editing and recommending office policies, procedures and systems.
  • Coordinates general office duties such as answering phones, routing incoming calls, taking messages, greeting visitors, and mail distribution.
  • Assists with preparation of periodic and special reports and ensures that deadlines are met.
  • Assists in writing and editing policies and procedures.
  • Develops administrative procedures, standards, and methods.
  • Provides support for special projects.
  • Generates routine technical reports and assists with creating special reports.
  • Maintains a working knowledge of federal, state, and PSO guidelines and regulations.
  • Assists with the maintenance of databases and spreadsheets.
  • Prepares and distributes routine notices to grantees.
  • Coordinates receipt and processing of requests for technical assistance through the eGrants Help Desk.
  • Provides back up support for routine grant management system function.
  • Coordinates meetings, conferences, and seminars.
  • Develops and reviews administrative and technical policies and procedures and researches technical issues.
  • Responds to inquiries regarding administrative regulations, policies, and procedures.
  • Assists with research and editing of agency publications such as brochures, forms, manuals, and reports.
  • Assists with developing, editing, and reviewing training materials.
  • Coordinates with management team in developing and maintaining an electronic file system, naming conventions and storage.
  • Assists with records management and retention efforts.
  • Assists management with general human resource management actions.
  • Serves as primary point of contact for PSO travel processes.
  • Attend conferences, training and other professional development opportunities to increase job knowledge and technical expertise.
  • Perform all other related duties as assigned.

Minimum Qualifications

  • High school diploma or GED equivalent
  •  Three (3) years of experience in administrative assistance, support, and coordination. 

Note: Experience and education may be substituted for one another on a year-for-year basis.

Knowledge, Skills, and Abilities Requirements

  • Knowledge of office practices and administrative procedures.
  • Skill in the use of standard office equipment and software.
  • Skill in customer service.
  • Skill in organization.
  • Skill in written and verbal communication.
  • Ability to implement new administrative systems and procedures and to evaluate their effectiveness.
  • Ability to interpret rules, regulations, policies, and procedures.
  • Ability to communicate effectively.
  • Ability to provide guidance to others.
  • Ability to multi-task.
  • Ability to meet deadlines.
  • Ability to exercise initiative and creativity.

Registration, Certification or Licensure

  •  Valid Texas Driver's License. 

Physical Requirements and/or Working Conditions

This classification functions in a standard office environment and requires a regular schedule of 8:00 am- 5:00 pm, Monday through Friday or an alternate schedule to be approved by the OOG.  Ability to move up to 35 lbs.  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 media and grant presentations. Must be able to work hours during a legislative session that include holidays and as needed.

The Office of the Governor is an Equal Opportunity Employer. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Office of the Governor participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Male candidates between 18 and 25 years of age are required to show proof of Selective Service registration (or exemption) prior to an offer of employment being extended. Such proof is not required to be filed with an application but must be provided upon request by the Human Resources office. For additional information pertaining to Selective Service registration, you may visit Applicants may obtain a copy of the Agency's Equal Employment Opportunity Utilization Report upon request.

Notice to Applicants Who May Require Reasonable Accommodation in the Interview Process

Applicants with disabilities who may need to discuss special accommodations during the interview process should contact 512-463-5873 and ask to speak to the Office of the Governor’s Americans With Disabilities Act (ADA) Coordinator in the Human Resources Department. If reasonably possible, please call at least 48 hours in advance to afford our representative and the hiring division sufficient time to properly review and coordinate your request.