Administrative Assistant IV - Assistant to Director of Staff Development - Board
BOARD OF PARDONS & PAROLE, Austin, TX, United States
JOB SUMMARY
Performs highly complex administrative support work. Work involves providing and coordinating administrative support including disseminating information, developing filing systems, and preparing and editing reports and documents. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.
ESSENTIAL FUNCTIONS
A. Participates in the planning and execution of administrative projects for an agency program; prepares, interprets, and disseminates information concerning agency programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and other documents; and responds to inquiries regarding technical program rules, regulations, policies, and procedures.
B. Maintains filing, record keeping, and records management systems; tracks TLETS training, monitors certification dates, and notifies employees when recertification is due; and copies, codes, alphabetizes, files, and maintains library of reference materials, documents, and records.
C. Coordinates work with departments of the agency; and provides liaison with Board staff and other agency officials.
D. Answers and routes telephone calls; manages and maintains appointments, schedules, and travel arrangements; coordinates meetings, conferences, and seminars; and prepares related documentation.
* Performs a variety of marginal duties not listed, to be determined and assigned as needed.
MINIMUM QUALIFICATIONS Education, Experience, and Training
Graduation from an accredited senior high school or equivalent or GED.
Two years full‑time, wage-earning customer service, clerical, secretarial, administrative support, or technical program support experience. Fifteen semester hours from an accredited college or university may be substituted for each six months of experience.
Experience in the use of Microsoft Office Suite or equivalent, including word processing, spreadsheet, database, or presentation software programs preferred.
Knowledge and Skills
Knowledge of office practices and procedures.
Knowledge of business terminology, spelling, punctuation, and grammar.
Knowledge of applicable state and federal laws, rules, regulations, and statutes.
Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations (preferred).
Skill to communicate ideas and instructions clearly and concisely.
Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
Skill in administrative problem‑solving techniques.
Skill to interpret and apply rules, regulations, policies, and procedures.
Skill to review technical data and prepare technical reports.
Skill to plan work in order to meet established guidelines.
Skill in the use of computers and related equipment in a stand‑alone or local‑area network environment.
Skill to prepare and maintain complex records and files in an automated system.
Skill in the use of Microsoft Office Suite or equivalent for word processing, spreadsheet, database, or presentation software programs.
Skill in the electronic transmission of communications.
Skill to type 45 words per minute (with no more than 10 errors) preferred.
ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION
A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 15–44 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
B. Conditions include working inside, working around machines with moving parts, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
C. Equipment used in performing essential functions includes computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.
The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services.
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ESSENTIAL FUNCTIONS
A. Participates in the planning and execution of administrative projects for an agency program; prepares, interprets, and disseminates information concerning agency programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and other documents; and responds to inquiries regarding technical program rules, regulations, policies, and procedures.
B. Maintains filing, record keeping, and records management systems; tracks TLETS training, monitors certification dates, and notifies employees when recertification is due; and copies, codes, alphabetizes, files, and maintains library of reference materials, documents, and records.
C. Coordinates work with departments of the agency; and provides liaison with Board staff and other agency officials.
D. Answers and routes telephone calls; manages and maintains appointments, schedules, and travel arrangements; coordinates meetings, conferences, and seminars; and prepares related documentation.
* Performs a variety of marginal duties not listed, to be determined and assigned as needed.
MINIMUM QUALIFICATIONS Education, Experience, and Training
Graduation from an accredited senior high school or equivalent or GED.
Two years full‑time, wage-earning customer service, clerical, secretarial, administrative support, or technical program support experience. Fifteen semester hours from an accredited college or university may be substituted for each six months of experience.
Experience in the use of Microsoft Office Suite or equivalent, including word processing, spreadsheet, database, or presentation software programs preferred.
Knowledge and Skills
Knowledge of office practices and procedures.
Knowledge of business terminology, spelling, punctuation, and grammar.
Knowledge of applicable state and federal laws, rules, regulations, and statutes.
Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations (preferred).
Skill to communicate ideas and instructions clearly and concisely.
Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
Skill in administrative problem‑solving techniques.
Skill to interpret and apply rules, regulations, policies, and procedures.
Skill to review technical data and prepare technical reports.
Skill to plan work in order to meet established guidelines.
Skill in the use of computers and related equipment in a stand‑alone or local‑area network environment.
Skill to prepare and maintain complex records and files in an automated system.
Skill in the use of Microsoft Office Suite or equivalent for word processing, spreadsheet, database, or presentation software programs.
Skill in the electronic transmission of communications.
Skill to type 45 words per minute (with no more than 10 errors) preferred.
ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION
A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 15–44 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
B. Conditions include working inside, working around machines with moving parts, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
C. Equipment used in performing essential functions includes computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.
The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services.
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