Administrative Assistant II - Volunteer Services - Chaplaincy and Volunteer Services Division (041303)

Texas Department of Criminal Justice•Huntsville, TX

About The Position

JOB SUMMARY Performs routine administrative support work. Work involves providing administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. ESSENTIAL FUNCTIONS A. Prepares and disseminates information; prepares, edits, and distributes correspondence, reports, studies, forms, and other documents; and performs complex word processing. B. Assists in the development of administrative and technical assistance policies and procedures; responds to inquiries regarding rules, regulations, policies, and procedures; and assists in planning meetings and conferences. C. Assists in compiling information for administrative summaries, reports, and recommendations for review; assists in researching, writing, designing, and editing volunteer services publications; maintains filing and record keeping systems; and performs receptionist and telephone switchboard duties. D. Assists in providing training and technical assistance to others. E. Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access. Performs a variety of marginal duties not listed, to be determined and assigned as needed

Requirements

Graduation from an accredited senior high school or equivalent or GED.
One year 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.
Must have a valid Class C driver license.
Must maintain valid license for continued employment in position.
Must have or be able to obtain a certificate of course completion for the Texas Law Enforcement Telecommunications System (TLETS) policy and procedures training from the Texas Department of Public Safety within six months of employment date.
Must meet and maintain TLETS access eligibility for continued employment in position.
Knowledge of office practices and procedures.
Knowledge of business terminology, spelling, punctuation, and grammar.
Skill to communicate ideas and instructions clearly and concisely.
Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
Skill to interpret and apply rules, regulations, policies, and procedures.
Skill in problem-solving techniques.
Skill in the use of computers and related equipment in a stand-alone or local area network environment.
Skill to prepare and maintain accurate records, files, reports, and correspondence.
Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs.
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 15-44 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.

Nice To Haves

Computer operations experience preferred.
Experience in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred.
Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.
Skill to type 45 words per minute (with no more than 10 errors) preferred

Responsibilities

Prepares and disseminates information
Prepares, edits, and distributes correspondence, reports, studies, forms, and other documents
Performs complex word processing
Assists in the development of administrative and technical assistance policies and procedures
Responds to inquiries regarding rules, regulations, policies, and procedures
Assists in planning meetings and conferences
Assists in compiling information for administrative summaries, reports, and recommendations for review
Assists in researching, writing, designing, and editing volunteer services publications
Maintains filing and record keeping systems
Performs receptionist and telephone switchboard duties
Assists in providing training and technical assistance to others
Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access
Performs a variety of marginal duties not listed, to be determined and assigned as needed