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Administrative Assistant IV (Administrative Assistant) Austin, Texas

Texas Alcoholic Beverage Commission -
Austin, TX

Job Details

Full-time
$3,750 a month

Qualifications

Microsoft Teams

Full Job Description

JOB

GENERAL DESCRIPTION:

Performs highly complex (senior level) administrative support work for the Audit and Investigations Division. Work involves providing and coordinating internal administrative support including disseminating information, developing filing systems, and preparing and editing reports and documents.

May provide guidance to others. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

EXAMPLE OF DUTIES

% of Time

ESSENTIAL JOB FUNCTIONS (EJFs):

35%

Provides administrative support and technical assistance to the Director of Audit and Investigations Department and staff:

Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports.
Maintains the records system for the Audit and Investigations Department.
Performs record retention work and coordinates with the division director, human resources, and the legal divisions on disposal of records according to the division’s agency retention schedule.
Coordinates and schedules training and travel for the director and division employees.
Assists with submitting and coordinating job requisitions in NEOGOV and forms in DocuSign.
Coordinates the development and implementation of central filing, record-keeping, and records management procedures for the division.
Maintains Director and Deputy Director’s calendars for scheduling appointments, meetings, deadlines, major events, etc.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Maintains equipment, materials, and supplies for the division.

30%

Serves as liaison between Audit Executive and Audit Field staff to assist personnel and field offices with administrative inquiries and/or facilitate response to complex issues that may impede their ability to perform tasks.

Triages incoming inquiries and complaints and assigns tasks to respective area managers for appropriate handling and responses.
May analyze internal processes, provide efficiency recommendations, and implement procedural and policy changes to improve operations.
Plans and coordinates special and administrative assignments and responds to internal and external inquiries by phone and email. Provides and ensures a high level of confidentiality in all matters.

20%

Processing Summary Suspensions, ad valorem, credit law lists, and administrative cases.

Processes and administers all summary suspension requests received from the Comptroller.’
May assist with processing ad valorem cases.
Programs the credit law list report to run bi-monthly based on pre-determined calendar dates.
Receives, reviews, processes, and submits to Legal Division administrative cases received from field offices.

10%

Responds to inquiries regarding technical program or administrative regulations, policies, and procedures.

Performs other duties as assigned.

Handles incoming phone traffic and routes accordingly.
Abide by established work hours, be punctual; wherein arrival and departure times conform with established work schedule.
Ability to coordinate scheduled time off, appointments, holidays, etc. with Audit staff and other support staff to avoid conflicts in office coverage.
May serve as liaison to other program staff.

SUPPLEMENTAL INFORMATION

PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:

This position functions in a standard office environment. Must be able to move around the office to access filing cabinets, office equipment and move up to 25 pounds. Must be able to communicate and exchange information via phone, computer, in person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines.

This position is expected to work in the office but may be eligible for situational or hybrid telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours.

MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE:

Veterans, Reservists or Guardsmen with an MOS oradditionaldutiespertaining tothe minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply:

For more information see the Texas State Auditor’s Military Crosswalk at

https://hr.sao.texas.gov/CompensationSystem/JobDescriptions

Supplemental Information

The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandatesin regard toTABC's and/or an employee's contribution to the?Employees Retirement System.In compliance withSenate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1,2009,are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge.
The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safetyin accordance withapplicable standards on all finalists for this position.
More than one position may be filled from this posting.
Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered.
The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization; For more information, see:https://www.e-verify.gov/about-e-verify/what-is-e-verify
Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. The Texas Alcoholic Beverage Commission adheres to the Veteran's Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code.

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