Administrative Assistant III - Lubbock

About the role

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

Responsibilities

• 40% — Administrative and technical support to Regional Management and staff: Prepares and disseminates information concerning agency programs and procedures; reviews and records essential information to ensure data integrity and confidentiality; prepares, edits, and distributes correspondence, reports, studies, forms, and documents; maintains and arranges meeting appointments, schedules, and travel arrangements for Regional Enforcement staff; maintains calendar of time-sensitive issues, meetings, case settlements, deadlines, and notifies management of appointments and approaching deadlines; may answer routine questions related to licensing/auditing; maintains enforcement records including in-office appointments; tracks time associated with enforcement personnel for all engagements requested by outside agencies; provides exceptional customer service to internal and external customers.
• 30% — General office management: Provides administrative support associated with maintaining the office (filing, phone, scheduling, postage log); maintains office supplies for the division including submission of orders, completion of divisional purchase requests, requisitions, and receiving reports; maintains and reports record retention files; ensures all information received for Licensing is date-stamped and distributed to the appropriate licensing analyst or supervisor; works with the capital inventory custodian to ensure all Licensing equipment is accounted for and safeguarded; answers phone lines, responds to inquiries, and explains rules, regulations, policies, and procedures.
• 20% — Data management and reporting: Creates and maintains spreadsheets and/or databases as needed; prepares reports and final documents; establishes and maintains interrelated record-keeping systems; reviews and proofreads documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations; inputs, modifies, and updates data in systems and records; maintains files and updates to computer database systems for enforcement work activities; conducts research on forms and/or computer database systems to resolve customer service inquiries/issues.
• 10% — Education, training, and other activities: Completes all annual training assignments and attends other occupational training as required; may prepare and compile presentation and training materials; may coordinate agency-hosted training sessions; performs other duties as assigned.

Requirements

Minimum Qualifications

• Education: Graduation from a standard senior high school or equivalent.
• Experience: Three (3) years' full-time experience in clerical or administrative support work.
• Substitutions: Completion of thirty semester hours of college will substitute for one year of experience.
• License/Certification: Possess a valid Texas driver's license, if applicable. Additional certifications may be required to be registered, certified, or licensed in a specialty area.

Knowledge, Skills, and Abilities

Knowledge

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

Skills

• Use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint, and Adobe Acrobat
• Exhibiting polite and professional communication via phone, e-mail, in person, and mail

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
• Make mathematical computations and tabulations
• Implement administrative procedures and evaluate their effectiveness
• Work under pressure, perform multiple tasks to meet simultaneous deadlines
• Interpret rules, regulations, policies, and procedures
• Deal with agency employees and the public in a professional manner

Physical Requirements / 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 20 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. Required to work as a team member and handle confidential information.

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.

Supplemental Information

• Veterans, Reservists, or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications and are highly encouraged to apply. See the Texas State Auditor's Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions.
• The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates regarding TABC's and/or an employee's contribution to the Employees Retirement System.
• In compliance with Senate Bill 321, agencies that hire a person 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 Safety on all finalists.
• More than one position may be filled from this posting.
• Applicants should clearly describe on their applications how they meet the minimum qualifications. 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 hire. The agency participates in E-Verify.
• Males ages 18–25 may be required to furnish proof of selective service registration or exemption.
• The agency adheres to Veteran's Preference (Chapter 657, Texas Government Code) and Former Foster Children Preference (Chapter 672, Section 1, Subtitle B, Title 6, Texas Government Code).