TJJD - Administrative Assistant II - (BWD) - 58631
Job Description
PLEASE NOTE
Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment (month & year), supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete. Resumes do not take the place of this required information.
Applicants must be able to pass a Criminal Background Check and any other requirements listed under Minimum Qualifications.
APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the CAPPS Recruit Prescreening Questionnaire to be considered for the posting. To complete the Prescreening Questionnaire, go to CAPPS Recruit to register or login: https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en
BENEFITS
State of Texas Benefits and Retirement Information can be found at https://www.ers.texas.gov. Benefits include: Retirement plan, paid group health & life insurance for employee, paid holidays, paid vacation leave, paid sick leave, longevity pay, educational assistance program, employee assistance program. Optional add-on benefits include: Dental, Vision, Optional Life Insurance, Voluntary AD&D Insurance, Dependent Health & Life insurance, Health & Dependent care flexible spending accounts, etc. Additionally, certain designated positions are eligible for hazardous duty pay, career ladder advancements, and free meals while on duty.
GENERAL DESCRIPTION
Performs routine (journey-level) administrative support or technical program assistance work. Work involves preparing and disseminating information, maintaining tracking and records management systems, entering and verifying data in automated systems, reviewing case files, completing forms and reports, and providing administrative support to management and staff. Work requires frequent contact/collaboration with internal and external staff as well as the public. May train others.
Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. May be required to work more than 40 hours per work week and occasional travel.
ESSENTIAL DUTIES
Prepares and disseminates information concerning agency programs, services, and procedures.
Prepares, edits, and distributes correspondence, documents, forms, reports, publications, brochures, and studies.
Performs general office duties such as processing incoming/outgoing mail; maintaining and ordering supplies and assisting with general human resources work.
Maintains and retrieves files; and conducts data searches to retrieve data.
Enters and maintains data in and retrieves data from databases.
Maintains various tracking and records management systems.
Coordinates travel arrangements and reservations and prepares and processes travel documents.
Responds to inquiries and requests for information/records; and provides general interpretation of rules, regulations, policies, and procedures.
Assists with answering and routing incoming phone calls, taking messages, and greeting and directing visitors to the appropriate staff.
Assists others in completing forms.
Assists in compiling and entering data for spreadsheets, charts, graphs, databases, summaries, or reports.
Assists in scheduling and providing support for meetings, conferences, seminars, and interviews.
Assists in the planning and execution of agency programs.
May interact with others in coordinating activities.
May assist in conducting the semi-annual inventory of fixed assets.
May train others.
Performs a variety of related duties not listed, to be determined and assigned as needed.
Performs all duties in compliance with agency safety policies and procedures:
- Reports safety hazards and corrects hazards when possible.
- Completes required documentation in the event of an accident/injury within requested timeframes.
Attends work on a regular and predictable schedule in accordance with agency attendance and leave policies.
Actively embody and support the Texas Model by demonstrating its core values in daily tasks and interactions with others.
MINIMUM QUALIFICATIONS
Experience in administrative support, secretarial, clerical, or general office work in a field relevant to the assignment.
Pre-employment conditions require acceptable results from mandatory:
· pre-employment drug test;
· finger printing and criminal records check.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of Business English, spelling, and punctuation.
- Knowledge of office practices and administrative procedures.
- Knowledge of records management rules, regulations, policies, procedures, and techniques.
- Knowledge of agency policies and procedures.
· Skill in the use of a personal computer, applicable software, and other standard office equipment.
· Skill in office organization.
· Skill in answering phones and greeting visitors.
- Skill in public and human relations.
· Ability to develop special administrative analysis/summaries from staff reports and recommendations for review by a supervisor.
- Ability to prepare routine/special correspondence, reports, studies, forms, and documents.
- Ability to perform data entry functions.
- Ability to implement administrative procedures.
- Ability to interpret rules, regulations, policies, and procedures.
- Ability to understand and follow complex written and oral instructions.
- Ability to establish and maintain strict confidentiality of sensitive information.
- Ability to communicate effectively, both orally and in writing.
- Ability to work effectively under pressure and in stressful conditions.
- Ability to type with appropriate speed and accuracy for assignments.
- Ability to prepare and maintain accurate records, files, and reports.
- Ability to organize a professional work environment.
Ability to prioritize and manage multiple tasks; plan, organize, and coordinate work assignments; and meet deadlines.
Ability to be flexible and adapt to various situations.
Ability to establish and maintain effective working relationships with others.
- Ability to train others.
Ability to work more than 40 hours per work week and travel occasionally.
PHYSICAL DEMANDS AND WORKING CONDITIONS
The following physical demands and working conditions are representative of those encountered when performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
Analyzing
Ability to communicate effectively, orally and in writing
Ability to see
Ability to hear (with or without aid)
Identifying colors
Depth perception
Operate motor equipment
Heavy lifting, 25 lbs. & over
Heavy carrying, 25 lbs. & over
Pushing
Pulling
Repeated bending
Reaching above shoulder
Prolonged standing and walking
Walking
Standing
Sitting
Manual/finger dexterity
Dual simultaneous grasping
- Climbing stairs
VETERANS
In order to receive veteran’s preference, a copy of your DD Form 214 (Certificate of Release or Discharge from Active Duty), VA disability rating (if applicable), or a DD Form 1300 (Report of Casualty) must be attached to your application.
Go to https://texasskillstowork.com/, https://www.onetonline.org/, or http://www.careeronestop.org/ for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.
Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Administrative Support MOS Codes.
Information Technology MOS Codes.
Planning, Research, and Statistics MOS Codes.
Education MOS Codes.
Accounting, Auditing, and Finance MOS Codes.
Inspectors and Investigators MOS Codes.
Program Management MOS Codes.
Human Resources MOS Codes.
Information and Communication MOS Codes.
Property Management and Procurement MOS Codes.
Engineering and Design MOS Codes.
Safety MOS Codes.
Employment MOS Codes.
Legal MOS Codes.
Medical and Health MOS Codes.
Criminal Justice MOS Codes.
Social Services MOS Codes.
Public Safety MOS Codes.
Custodial MOS Codes.
Maintenance MOS Codes.
Library and Records MOS Codes.
SPONSORSHIP
Candidates must be eligible to work in the United States without requiring sponsorship.
ADDITIONAL INFORMATION
If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.
Only candidates selected for an interview will be contacted.
Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center (https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en), you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.
Thank you for considering employment with the Texas Juvenile Justice Department.
AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Texas Juvenile Justice Department does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in employment or the provision of services.