The University of Texas at Austin Administrative Associate - Document Control Specialist in Austin, Texas

Administrative Associate - Document Control Specialist

Hiring department

Applied Research Lab

Monthly salary

$2,430 - $3,703+ depending on qualifications

Hours per week

40.00 Standard from 800AM to 500PM

Posting number


Job Status Open

FLSA status Non-exempt

Earliest Start Date Immediately

Position Duration Funding expected to continue

Position open to all applicants

Location Austin - J. J. Pickle Research Campus (North Austin)

Number of vacancies 1

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the U.S., foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

Required Application Materials

  • A Resume is required in order to apply

  • A Letter of Interest is required in order to apply.

  • A List of 3 References is required in order to apply.

Note: The following additional materials are also required for consideration: References must be former employers. Instructions for submission of these materials will be provided at the time the online application has been completed.

Additional Information


Administer security functions and provide clerical support for Industrial Security Program and the Facility Security Officer for Applied Research Laboratories.

Essential Functions

Responsible for tracking, bar coding, inventorying, marking, and storing classified material to include paper documents, hardware items, CDs, and DVDs. Retrieve all necessary information from custodian. Wrap and package material for mailing. Prepare receipts and appropriate labels based on method of delivery. Destruction of classified material. Prepare documents for classified media being hand-carried between laboratory facilities and to other cleared facilities. Track incoming and outgoing material. Maintain Mail Out/Hand-carry records in central database. Serve as alternate mail clerk. Other tasks/special projects as assigned by the RSS Assistant Director and the FSO.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

HS grad/GED. 5 years demonstrated knowledge of standard clerical functions, progressively responsible data entry duties. Demonstrated ability to compose/type correspondence, maintain databases, prepare reports. Proficient with Microsoft Office Suite. Excellent oral/written communication skills. Customer service oriented. Ability to manage sensitive information/coordinate activities with deadlines. Work independently/sensitive/confidential information. Professional demeanor. Ability to work under pressure/accept supervision. U.S. Citizen. Applicant selected will be subject to government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position. Employment will be contingent on selected applicant submitting application for access and receiving notification of eligibility within a time period to be specified in the job offer. If eligibility is confirmed within the specified period, employment must begin within 30 days of confirmation of eligibility. Eligibility for access to classified information must continue without interruption during employment. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. Eligibility for immediate access to classified information. Experience with clerical functions associated with sensitive or classified government information. Knowledge of industrial security regulations, security disciplines, document control and physical security. Working knowledge of the National Industrial Security Program Operating Manual (NISPOM).

Working conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Some weekend, evening and holiday work. Frequent use of manuals and books. Work in shared, windowless office space. Possible intrastate/interstate travel.

A criminal history background check will be required for finalist(s) under consideration for this position.

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus