TEXAS JUVENILE JUSTICE DEPT Administrative Assistant IV Institution Supt. in EDINBURG, Texas
JOB SUMMARY: Performs advanced (senior-level) administrative support or technical program assistance work. May supervise the work of others. In the absence of the supervisor, may make policy interpretations and decisions. Work requires frequent contact with people of prominence and public importance. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. ESSENTIAL FUNCTIONS: Composes and types correspondence, memoranda, reports, and forms for the department to maintain daily operations, to include attending and taking notes at required meetings. Reviews and processes incoming mail and electronic mail for the department to ensure vital correspondence is delivered in a timely manner and communications and daily operations are maintained. May provide assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing visitors to the appropriate staff. Coordinates travel arrangements and reservations, completes travel reimbursement vouchers for supervisors, schedules and coordinates supervisor s calendar appointments, and assists with the coordination of meetings and conferences. Maintains various systems to ensure that information is complete and up to date. Assists with various projects to ensure completion within scheduled time frames. Performs semi-annual inventory of fixed assets for the department to maintain accurate records of the assets being used. Assists with the alleged mistreatment system by submitting initial allegations, notifying staff of initial allegation and outcome, and handling any other required notifications. Performs related duties as assigned. Performs all duties in compliance with the agency s safety policies and procedures. REQUIREMENTS: High school diploma or GED. Six (6) years of full-time wage earning administrative support work experience. Experience and education may be substituted for one another. Any degree(s), semester hours, diploma(s), or GED required to meet minimum qualifications must be obtained from an accredited educational institution. This position is subject to mandatory pre-employment drug testing and any offer of employment is contingent upon acceptable results from a drug screen conducted for the agency. MILITARY OCCUPATIONAL SPECIALTY (MOS) INFORMATION: Not Applicable KNOWLEDGE,SKILLS AND ABILITIES: 1. Knowledge of office practices and administrative procedures. 2. Knowledge of Business English, spelling, and punctuation. 3. Skill in the use of standard office equipment and software. 4. Skill in public and human relations. 5. Ability to implement new administrative systems and procedures and evaluate their effectiveness. 6. Ability to establish and maintain confidential, effective working relationships. 7. Ability to interpret rules, regulations, policies, and procedures. 8. Ability to maintain accurate files and records. 9. Ability to organize and prioritize work assignments and work independently. 10. Ability to communicate effectively, both orally and in writing. 11. Ability to supervise the work of others.