Administrative Assistant- IV Assistant to Parole Division Section Director - Parole Division (717158)

JOB SUMMARY

Performs highly complex administrative support work. Work involves providing administrative
support including disseminating information; maintaining filing systems; and preparing and editing
reports and documents. Works under limited supervision with moderate latitude for the use of
initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Participates in the planning and execution of an agency program; coordinates work with agency
departments; assists in the development of administrative and technical assistance policies and
procedures; and participates in the planning and execution of administrative projects.

B. Prepares and disseminates information concerning agency programs and procedures;
prepares, edits, and distributes correspondence, reports, studies, forms, and other documents;
and compiles and enters data for charts, graphs, databases, and summaries, makes
calculations, and prepares reports.

C. Researches, composes, designs, and edits agency publications, forms, manuals, and reports;
assists in the preparation of presentations for administrative meetings; and attends meetings,
takes notes, and prepares minutes for review and distribution.

D. Schedules and coordinates appointments; makes travel arrangements; and maintains filing,
record keeping, and records management systems to include automated information systems.

E. Provides liaison to department staff, other departments, agencies, and organizations; and
responds to inquiries regarding rules, regulations, policies, and procedures.

• Performs a variety of marginal duties not listed, to be determined and assigned as needed.

MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Graduation from an accredited senior high school or equivalent or GED.

2. Three years full-time, wage-earning customer service, clerical, secretarial, administrative
support, or technical program support experience. Fifteen semester hours from a college or
university accredited by an organization recognized by the Council for Higher Education
Accreditation (CHEA) or by the United States Department of Education (USDE) may be
substituted for each six months of experience.

3. Computer operations experience preferred.

4. Experience in the use of Microsoft Office Suite or equivalent to include word processing,
spreadsheet, database, or presentation software programs preferred.

Knowledge and Skills

1. Knowledge of office practices and procedures.

2. Knowledge of business terminology, spelling, punctuation, and grammar.

3. Knowledge of agency and departmental organizational structure, policies, procedures,
rules, and regulations preferred.

4. Skill in the use of computers and related equipment in a stand-alone or local area network
environment.

5. Skill to communicate ideas and instructions clearly and concisely.

6. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the
public.

7. Skill in problem-solving techniques.

8. Skill to interpret and apply rules, regulations, policies, and procedures.

9. Skill to review technical data and prepare technical reports.

10. Skill to prepare and maintain complex records and files in an automated system.

11. Skill in the use of Microsoft Office Suite or equivalent to include word processing,
spreadsheet, database, or presentation software programs.

12. Skill to type 45 words per minute (with no more than 10 errors) preferred.

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend
repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize,
lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor
equipment.

B. Conditions include working inside, working around machines with moving parts and moving
objects, radiant and electrical energy, working closely with others, working alone, working
protracted or irregular hours, and traveling by car, van, bus, and airplane.

C. Equipment (machines, tools, devices) used in performing only the essential functions include
computer and related equipment, calculator, copier, fax machine, telephone, dolly, and
automobile

Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. 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, 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

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts 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.

*Outside applicants will be required to submit to pre-employment drug testing as a condition of employment. *

Questions regarding this posting may be directed to:

Sharon Bayliff
Human Resources Headquarters
2 Financial Plaza, STE 600
Huntsville, TX 77340
PH (936) 437-4229
EMAIL [email protected]

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

Military Crosswalk Guide - Prepared by the State Auditor's Office

The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.