Administrative Assistant IV (Administrative Assistant) Austin, Texas

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. 

% 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.

5%

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.

MINIMUM QUALIFICATIONS: 

Education: Graduation from a standard senior high school or equivalent.

Experience: Four (4) years' full-time experience in clerical or administrative support work.

Applicable Substitutions: Education and experience may be substituted for one another. (a bachelor’s degree considered equivalent to the required experience.)

KNOWLEDGE, SKILLS, AND ABILITIES: 

Knowledge

Knowledge of general office practices and administrative procedures.

Skills 
 Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook, & Teams), PowerPoint and Adobe Acrobat.
 Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.

Abilities
 Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to internal and externa; stakeholders.

Ability to multi-task and meet deadlines.

Ability to interact with the agency employees and the public in a professional manner.

REGISTRATION, CERTIFICATION OR LICENSURE:

• Possess a valid Texas driver’s license, if applicable
• Additional certifications may be required to be registered, certified, or licensed in a specialty area.

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.