Texas Department of Public Safety Administrative Assistant II - ETR, HQ Austin in Austin, Texas

Job Summary

Perform routine administrative work in the Education, Training and Research division. Work involves disseminating information, maintaining filing systems, performing internal administrative support work, and assisting with training programs. May train others. Work under moderate supervision, with limited latitude for the use of initiative and independent judgment.

State Classification #: 0152 State Classification Title: Administrative Assistant II Salary Group: A11

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. 36B, 42A, 0100, 0111, 3A1X1, 8A200

General Duties:

Prepare and disseminate information concerning training programs and services.

Prepare, edit, and distribute correspondence, reports, studies, forms, and documents.

Maintain filing and record-keeping systems and enter data into various databases.

Perform general office duties including but not limited to ordering supplies, performing basic bookkeeping work, registrations, payment collection and auditing, assisting with general human resources work, and other various work related to training courses, instructors, and students.

Respond to inquiries and interpret rules, regulations, policies, and procedures; and provide information, assistance, error resolution, and coordinate training support requirements in person, by phone, or email.

Conduct surveys, researches, extracts, and compiles data from multiple sources.

Assist in planning meetings, conferences, and seminars; and the planning and execution of training programs.

Assist in compiling and entering data for charts, graphs, databases, summaries, or reports.

Prepare graphics, electronic presentations, and other training material as needed.

May train others.

May substitute for the Reproduction Clerk or Receptionist as needed.

May assist in researching, composing, designing, or editing training publications.

May assist with special functions or events.

Perform other work as assigned.

Education and Experience:

Education - Graduation from a standard senior high school or the equivalent.

Experience - Three (3) years or more of work experience performing clerical or secretarial activities involving public contact and concentrated operation of a personal computer with multiple software applications. Experience with training programs are preferred.

License and Certifications –Valid driver license or identification card from state of residence.

Regulatory Knowledge - Knowledge of pertinent record-retention and record-keeping systems and related forms and procedures. Agency functions, responsibilities, and organizational structure.

Computer Skills - Proficient with personal computers and various software; e.g. spreadsheets, word processing, databases, desk-top publishing, and modern business office practices. Ability to type accurately at moderate speed.

Organizational Skills- Ability to multi-task and prioritize in a high-stress, fast-paced, multi-demand environment, and the ability to make sounds work-related judgments and decisions. Ability to understand and effectively apply complex oral and written instructions and procedures. Organize work effectively, to work independently and to prioritize tasks effectively. Maintain a high degree of accuracy and neatness while performing a large volume of work.

Communication Skills - Excellent verbal and written communication skills to include complex correspondence drafting, English composition, grammar, punctuation, spelling, and arithmetic. Ability to make quick and accurate judgment calls regarding the need to provide information to various customers.

Interpersonal Skills - Must exercise excellent interpersonal skills - position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with external and internal customers.

Schedule - May be required work non-normal business hours and holidays to accomplish assigned tasks.

Confidentiality -Must be able to responsibly handle sensitive and confidential information and situations.

Supplemental information:

Top applicants will be required to pass clerical testing. Only those who qualify on the testing will proceed to the interview

**DPS employee who is selected for a position in their current salary group and state title will be transferred with no salary change.

DPS employee who is selected for a position in their current salary group with a new state title may receive an increase up to 3.4%.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.**

PHYSICAL and/or ENVIRONMENTAL DEMANDS: The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Office environment and outdoors;
  2. Ambulatory skills, e.g. stand, walk, sit, climb, balance, stoop, kneel, and crouch;
  3. Hand-eye coordination and arm/hand/finger dexterity;
  4. Ability to speak, hear, and exercise visual acuity;
  5. Ability to transfer weights of forty (40) pounds anticipated for this position;
  6. Driving requirements for this position: none.


Travel: 5% Number of Vacancies: 2

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.

Job Title: Administrative Assistant II - ETR, HQ Austin

Closing Date/Time: Wed. 10/26/16 11:59 PM Central Time

Salary: $2,236.75 - $2,820.33 Monthly

Job Type: Full-time, Regular, day shift

Location: Austin, Texas