ADMINISTRATIVE SECRETARY - 09222026-81169

About the role

The Admin Secretary supports TDOC Community Supervision's district operations through clerical, administrative, and customer-service functions that ensure compliance, efficient workflow, and effective communication. The role manages essential records, coordinates hiring processes, monitors timekeeping, provides guidance on policies, and maintains strong relationships with internal and external stakeholders. The Admin Secretary also serves as the District's Transportation Coordinator. This includes managing the district fleet, assigning vehicles to staff, maintaining vehicle logs, overseeing inspection records, and coordinating with Central Office for vehicle maintenance, audits, and compliance requirements.

Responsibilities

• Clerical & Document Management: Perform routine clerical tasks such as compiling and assembling information for distribution. Type and prepare narrative, tabular, statistical, legal, medical, and business documents, including correspondence, memoranda, abstracts, reports, and meeting minutes. Maintain organized and stocked file and supply rooms. Compile agendas, take notes during meetings, and distribute minutes. Research past purchase orders, contracts, or other reference information as requested; contact vendors for price quotes.
• Administrative Compliance & Reporting: Monitor district time, attendance, leave, and weekly exceptions reports. Audit employee time sheets and business-related documents for accuracy and completeness. Track compliance requirements including driver¿s license validation, background checks, commission cards, qualification cards, and firearms training reports. Monitor databases, hiring requisitions, purchasing orders, inventory levels, and office equipment.
• Recruitment & Hiring Support: Schedule interviews and manage candidate communication. Coordinate interview schedules with hiring managers. Maintain organized applicant records and respond to candidate inquiries. Treat all applicants with dignity, respect, and professionalism.
• Customer Service & Communication: Answer questions regarding policies, procedures, and TDOC information. Respond to inquiries within two business days and ensure resolution. Refer customers to correct staff and follow up until concerns are resolved. Communicate courteously via phone, email, and in person.
• Operational Coordination & Support: Maintain district vehicles, track inspections, and schedule maintenance. Ensure reception coverage scheduling. Report concerns through chain of command. Maintain visibility and professionalism. Maintain 90% attendance at district meetings.

Qualifications

Education and Experience: Education equivalent to graduation from