Administrative Assistant IV - Document Control - Facilities Division - Huntsville (033175)

I. 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.

II. ESSENTIAL FUNCTIONS

A. Performs complex technical assistance work for an agency program; interprets and disseminates information concerning agency programs and procedures; and coordinates work with organizational units of the agency.

B. Responds to inquiries regarding technical program and administrative regulations, policies, and procedures; and assists in researching technical issues.

C. Sorts and organizes project documentation records for retention and disposition, following the Texas State Records Retention Schedule; develops and maintains records management systems to include an automated system, ensuring compliance with the Texas State Library and Archives Commission guidelines; and compiles, organizes, and catalogues records data.

• Performs a variety of marginal duties not listed, to be determined and assigned as needed.

III. MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Graduation from an accredited senior high school or equivalent or GED.

2. Two years full-time, wage-earning customer service, clerical, secretarial, administrative support, or technical program support experience. Fifteen semester hours from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE) may be substituted for each six months of experience.

3. Two years full-time, wage-earning computer operations experience to include the use of Microsoft Office Suite or equivalent.

• Ability to maintain the security and integrity of critical infrastructure as it is defined by state law.

B. Knowledge and Skills

1. Knowledge of office practices and administrative procedures.

2. Knowledge of records management issues and practices preferred.

3. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.

4. Knowledge of construction procedures preferred.

5. Skill to communicate ideas and instructions clearly and concisely.

6. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.

7. Skill to interpret and apply rules, regulations, policies, and procedures.

8. Skill in the use of computers and related equipment in a stand-alone or local area network environment.

9. Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs.

10. Skill in the electronic transmission of communications.

11. Skill in administrative problem-solving techniques.

12. Skill to prepare and maintain complex records and files in an automated system.

IV. 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 under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.

B. Conditions include working inside, working around machines with moving parts and moving objects, 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 (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.

Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

Only candidates selected for an interview will be contacted.

*Outside applicants will be required to submit to pre-employment drug testing as a condition of employment. *

Questions regarding this posting may be directed to:

Shelbie Morrow
Human Resources Headquarters
2 Financial Plaza, STE 600
Huntsville, TX 77340
PH (936) 437-4106
EMAIL hr.selectionsteam3@tdcj.texas.gov

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

Military Crosswalk Guide - Prepared by the State Auditor's Office

Texas State Auditor's Office - Job Descriptions

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. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.