Administrative Assistant III

Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Licensing department. Work involves providing internal administrative support, disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with limited latitude for the use of initiative and independent judgment.

Must complete Licensing Department’s annual in-service training in-person and any other training the Department Director deems mandatory as per the agency’s policies, procedures, guidelines, and regulations. Any mandatory training that occurs outside of the designated duty station will involve travel, which may include overnight stays.

Responsibilities

• 40% Administrative and Technical Support:
  • Provides administrative and technical support to regional management and other Licensing personnel.
  • Reviews and records essential information to ensure data integrity and confidentiality.
  • Prepares, edits, and distributes information, correspondence, reports, studies, forms, and documents.
  • Manages and schedules travel arrangements for regional Licensing personnel.
  • Maintains calendar of time-sensitive issues, meetings, deadlines, and notifies management of appointments and approaching deadlines.
  • Maintains agency records including in-office appointments, applications, and temporary event requests.
  • Provides customer service to both internal and external customers.
• 30% General Office Management:
  • Provides administrative support associated with maintaining the office.
  • Maintains office supplies for the region, including submission of orders and completion of regional purchase requests, requisitions, and receiving reports.
  • Maintains and reports record retention files, as needed.
  • Ensures all information received for Licensing is date-stamped, tracked, and distributed to the appropriate licensing personnel.
  • May work with the inventory custodian to ensure all Licensing equipment is accounted for.
  • May answer Licensing inquiries, conduct research, and explain rules, regulations, policies, and procedures.
• 20% Data and Record Management:
  • Creates and maintains spreadsheets, databases, and reports.
  • May establish and maintain record-keeping systems.
  • Reviews and proofreads documents and forms for accuracy and completeness.
  • Maintains files and updates to the agency’s database systems for work activities pertaining to licensing tasks.
• 10% Training and Other Work Activities:
  • Completes all annual training assignments and attends licensing-related and other occupational training as required.
  • Must maintain all Licensing-related certifications.
  • May prepare and compile presentation and training materials.
  • May assist with coordination of agency-hosted training sessions.
  • Performs related work as assigned.

Requirements

• Education: Graduation from a standard senior high school or equivalent.
• Experience: Three (3) years' full-time experience in clerical or administrative support work.
• Substitutions: Experience and education may be substituted for one another on a year-for-year basis.
• Possess a valid Texas driver’s license, if applicable.
• Additional certifications may be required to be registered, certified, or licensed in a specialty area.

Skills

Knowledge

• General office practices and administrative procedures.
• Business terminology, spelling, punctuation, and grammar.

Abilities

• Implement administrative procedures; interpret rules, regulations, policies, and procedures; communicate effectively; and provide guidance to others.
• Analyze and solve work-related problems.
• Work independently, perform as a self-starter, and meet critical deadlines.
• Follow instructions and communicate effectively both orally and in writing.
• Maintain confidential and sensitive information.
• Maintain files and records.
• Collaborate with agency employees and the public in a professional manner.

Technical Skills

• Proficient in the use of electronic data and word processing office equipment and software, including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint, and Adobe Acrobat.
• Skilled in exhibiting polite and professional communication via phone, email, in person, and mail.

Physical Requirements

This position functions in a standard office environment. Must be able to:

• Move around the office to access filing cabinets and office equipment.
• Lift and move up to 20 pounds.
• Communicate and exchange information via phone, computer, in person, and electronic media.
• Perform repetitive use of a keyboard at a workstation.
• 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.
• Availability for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours.