Texas Department of Public Safety Administrative Assistant II/III, CID - Austin in Austin, Texas
Administrative Assistant II
Performs routine (journey-level) administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment in work methods within the limits of applicable rules, regulations, policies and procedures.
Administrative Assistant III
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 in work methods within the limits of applicable rules, regulations, policies and procedures.
Classification #: 0152 - 0154 Classification Title: Administrative Assistant II - III Salary Group: A11 - A13
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
Prepare and disseminates information concerning division programs and procedures.
Prepare and distributes correspondence, reports, studies, forms, and documents.
Maintain filing and record-keeping systems.
Perform general office duties such as ordering supplies, performing basic bookkeeping work, and assisting with general human resources work.
Respond to inquiries and interprets rules, regulations, policies, and procedures.
Plan meetings, conferences, and seminars.
Participate in the planning and execution of an agency program.
Compile and enters data for charts, graphs, databases, summaries, or reports.
Assist in the development of administrative or technical assistance policies and procedures.
Answer phone calls, routes incoming calls, takes messages, greets visitors, and directs visitors to the appropriate staff.
Review and edits reports to ensure compliance with rules and regulations.
May research, compose, design, or edit division publications such as brochures, forms, and manuals or presentations.
May develop training materials.
Manages and maintains schedules and travel arrangements for supervisors/managers.
May train others.
May serve as notary public.
May research databases to assist agents in the identification of suspects.
May assist with case preparation for prosecution phase.
Perform other duties as assigned.
Education and Experience:
Education– Graduation from a standard senior high school or equivalent is required.
Experience– Minimum of two (2) years' progressively responsible work experience performing clerical/secretarial work in an environment involving concentrated use of personal computers using word processing software. Prefer experience in a law enforcement work environment.
Advancement– Same as for entry level plus two (2) additional years of performing qualifying work that demonstrates proficiency in accomplishing the above-described duties, along with satisfactory performance reviews and supervisory recommendation.
Licensure and/or Certification – If driving is required, must possess a valid driver license from state of residence.
Regulatory Knowledge – Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures. Knowledge (or ability to acquire such knowledge in a timely manner) of Department functions, responsibilities, and organizational structure; of office practices and administrative procedures.
Interpersonal Skills – Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers.
Organizational and Prioritization Skills– Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.
Presentation/Communication Skills – Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals. Excellent skills in English grammar, punctuation, and spelling.
Research and Comprehension – Must demonstrate ability to quickly and efficiently access relevant information, and be able to utilize and/or present research and conclusions in a clear and concise manner.
Analytical Reasoning/Attention to Detail – Must demonstrate an ability to examine data/information, discern variations/similarities, and be able to identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems. Knowledge of required format, style, and standards for correspondence, reports, forms, memoranda, etc.
Technology(computers/hardware/software/operating systems) – Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Confidentiality and Protected Information – Must demonstrate an ability to responsibly handle sensitive and confidential information and situations, and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.
Safety– Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.
Travel and/or Schedule – Availability for after-hour and weekend work is required.
**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.
- Environment: Office;
- Ambulatory skills, e.g. stand, walk, sit;
- Hand-eye coordination and arm/hand/finger dexterity;
- Ability to speak, hear, and exercise visual acuity;
- Ability to transfer weights of fifty (50) pounds anticipated for this position;
- Driving requirements: Occasional (ten [10%]).
Employment testing is required for candidates selected to go before the oral interview board. Candidates will be notified via email provided on the application of the required test(s). Testing Required: Typing (35wpm minimum)
DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS, ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.
Travel: 10% Number of Vacancies: 1
State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.
Job Title: Administrative Assistant II/III, CID - Austin
Closing Date/Time: Tue. 10/25/16 11:59 PM Central Time
Salary: $2,395.16 - $2,858.57 Monthly
Job Type: Full-time, Regular, day shift
Location: Austin, Texas