What are the responsibilities and job description for the Administrative Assistant III (San Antonio) position at Texas Alcoholic Beverage Commission?
General Description
This posting is open until filled.
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.
Essential Job Functions
40% Provides administrative and technical support to Regional Management and other staff:
Minimum Qualifications
Education: Graduation from a standard senior high school or equivalent.
and
Experience: Three (3) years' full-time experience in clerical or administrative support work.
Applicable Substitutions: Completion of thirty semester hours of college will substitute for one year of experience.
Knowledge
Physical Requirements/Supplemental Information
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.
Military Information
Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions The Texas Alcoholic Beverage Commission adheres to the Military Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code. Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment.
Supplemental Information
The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has 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. More than one position may be filled from this posting. Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. 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 require all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization; For more information, see: https://www.e-verify.gov/about-e-verify/what-is-e-verify
This posting is open until filled.
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.
Essential Job Functions
40% Provides administrative and technical support to Regional Management and other 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, schedule, travel arrangements for Regional Enforcement staff.
- Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines. May also answer routine questions related to licensing/auditing.
- Maintains enforcement records to include in-office appointments.
- Tracks time associated with enforcement personnel for all engagements requested by outside agencies.
- Provides exceptional customer service to both internal and external customers.
- Tracks time associated with enforcement personnel for all engagements requested by outside agencies.
- Provides exceptional customer service to both internal and external customers.
- Provides administrative support associated with maintaining the office (filing, phone, scheduling, & postage log if applicable).
- Maintains a level of office supplies for the division to include submission of orders that are needed and 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 and respond to inquiries; and explains rules, regulations, policies, and procedures.
- 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 as necessary.
- Maintains files and updates to computer database systems for work activities dealing with enforcement tasks.
- Conducts research on forms and/or computer database system to resolve customer service inquiries/issues.
- Complete 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.
Minimum Qualifications
Education: Graduation from a standard senior high school or equivalent.
and
Experience: Three (3) years' full-time experience in clerical or administrative support work.
Applicable Substitutions: Completion of thirty semester hours of college will substitute for one year of experience.
Knowledge
- Knowledge of general office practices and administrative procedures.
- Knowledge of business terminology, spelling, punctuation, and grammar.
- Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat.
- Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.
- Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
- Ability to analyze and solve work related problems.
- Ability to work independently, perform as a self-starter and meet critical deadlines.
- Ability to follow instructions and communicate effectively both orally and in writing.
- Ability to maintain confidential and sensitive information.
- Ability to maintain files and records.
- Ability to make mathematical computations and tabulations.
- Ability to implement administrative procedures and evaluate their effectiveness.
- Ability to work under pressure, to perform multiple tasks to meet simultaneous deadlines.
- Ability to interpret rules, regulations, policies, and procedures.
- Ability to deal with the agency employees and the public in a professional manner.
- Possess a valid Texas driver’s license, if applicable
- Additional certifications may be required to be registered, certified, or licensed in a specialty area.
Physical Requirements/Supplemental Information
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.
Military Information
Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions The Texas Alcoholic Beverage Commission adheres to the Military Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code. Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment.
Supplemental Information
The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has 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. More than one position may be filled from this posting. Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. 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 require all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization; For more information, see: https://www.e-verify.gov/about-e-verify/what-is-e-verify