TJJD Administrative Assistant II (MCL)

Please paste the following URL into a browser to view the entire job posting on the CAPPS Careers page.https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FLandAction=UandFOCUS=ApplicantandSiteId=1andJobOpeningId=106929andPostingSeq=1Agency InformationWe are committed to transforming lives and building safter communities by working collaboratively, communicating openly, and upholding the highest standards of integrity and professionalism. Our team models accountability, transparency, and respect, taking proactive steps to ensure the physical and emotional safety of youth, staff, and the community. We strive for excellence through continuous growth, thoughtful decision making, and mission driven collaboration, supporting one another while embracing challenges that lead to meaningful, long-term impact.Job DescriptionPerforms 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 Job DutiesPrepares 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.Will be required to travel up to 5% of the time.Actively embody and support the Texas Model by demonstrating its core values in daily tasks and interactions with others.Minimum QualificationsExperience 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/AbilitiesKnowledge 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 RequirementsThe 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. AnalyzingAbility to communicate effectively, orally and in writingAbility to seeAbility to hear (with or without aid)Identifying colorsDepth perceptionOperate motor equipmentHeavy lifting, 25 lbs. and ov