Job Description

Administrative Support Position

Performs advanced (senior-level) administrative support work. Work involves compiling and disseminating information, organizing travel arrangements and paperwork, scheduling meeting and laboratory tours, coordinating internal processes such as inventory and purchasing of supplies, and monitoring building maintenance needs. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement.

Essential Duties/Responsibilities:

• Plan and assist with the coordination of personnel-related processes and documents.
• Interpret and disseminate information concerning division program and procedures.
• Monitor building functionality and needs; submit work request as necessary.
• Develop and maintain filing, record-keeping, and records management systems.
• Prepare, compile, edit and distribute correspondence, reports, studies, forms and documents.
• Purchase laboratory supplies; perform basic bookkeeping and entering data into CAPPS.
• Plan, coordinate and complete special and administrative assignments and programs.
• May prepare, process and track purchase orders through the Department's procurement system; submit work order requests.
• May manage and maintain schedules for supervisor and may coordinate meetings and schedule conference rooms.
• Compile and edit data for chart, graphs, logs, and databases and prepare summaries or reports.
• Compile information for monthly/annual mileage reports and repairs for state vehicles.
• Assist with general laboratory email and phone correspondence, respond and/or route accordingly.
• Assist with asset approvals, surplus requests and annual asset inventory.
• Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
• Perform other duties as assigned.

Qualifications:

General Qualifications and Requirements:

• Education: High School Diploma/equivalent.
• Experience: Minimum of five (5) years of progressively complex work experience performing office management, business administration or personnel administration / staff support. Substitution Note: Additional work experience of the type described or other related education may be substituted for one another on a year-for-year basis.
• Licensure and/or Certification: If driving is required, must possess a valid driver license from state of residence. Active appointment as a Notary Public for the State of Texas preferred, or the ability to be appointed as such upon hire.
• Regulatory knowledge: Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.
• Technology: Proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint) and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Must possess the ability to learn the Department of Public Safety eProcurement purchasing system.
• Interpersonal Skills: Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers. Must demonstrate DPS core values: Integrity, Excellence, Accountability, and Teamwork.
• Organizational and Prioritization Skills: Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.
• Presentation/Communication Skills: Must be able to construct and deliver clear, concise, and professional presentations and/or communications to a variety of audiences and/or individuals.
• Research and Comprehension: Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.
• Analytical Reasoning/Attention to Detail: Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.
• Confidentiality and Protected Information: Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.
• Safety: Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.
• Schedule and/or Travel: Availability for after-hour and weekend work is required.

Physical and/or Environmental Demands:

• Environment: Office/Indoors;
• Ambulatory skills, e.g. stand, walk, sit, reach;
• Hand-eye coordination and arm/hand/finger dexterity;
• Ability to speak, hear, and exercise visual acuity;
• Ability to transfer weights of up to ten (10) pounds anticipated for this position;
• Driving requirements: Occasional (up to 5%).

Testing is required for candidates to be considered to go before the oral interview board and will be notified via email provided on the application. Candidates must qualify on the DPS issued typing test with a minimum of 40 words per minute.

State of Texas Benefits and Retirement Information:

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