Administrative Assistant III - PREA Administrative Support

Texas Department of Criminal Justice • Huntsville, TX

1d

About The Position

This position involves performing complex administrative support work within the Prison Rape Elimination Act (PREA) Ombudsman Office. The role primarily focuses on providing administrative assistance, including the dissemination of information, maintenance of filing systems, and the preparation and editing of various reports and documents. The incumbent will operate under general supervision, with a moderate degree of latitude for exercising initiative and independent judgment. Key responsibilities encompass participating in the planning and execution of PREA program activities, coordinating efforts with other organizational units, and responding to inquiries regarding agency rules, regulations, policies, and procedures. The role also requires extensive data management, including entry, retrieval, and review of records and statistical information, as well as compiling data, performing calculations, and preparing charts, graphs, databases, summaries, and reports. Additionally, the Administrative Assistant III will be responsible for preparing, editing, and distributing various forms of correspondence and documents, disseminating program information, and managing comprehensive filing and record-keeping systems. Daily tasks include processing telephone calls, scheduling appointments, and assisting in the coordination of meetings, conferences, and seminars, alongside other assigned marginal duties.

Requirements

• Bachelor's degree 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)
• One year full-time, wage-earning clerical, secretarial, administrative support, technical program support, or criminal justice experience
• 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 in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs
• Skill to prepare and maintain accurate records, files, and reports

Nice To Haves

• Major course work in Business Administration, Criminal Justice, Public Administration, or a related field 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 interpret and translate Spanish to English and English to Spanish preferred

Responsibilities

• Participates in the planning and execution of program activities in the Prison Rape Elimination Act (PREA) Ombudsman Office
• coordinates work with organizational units of the agency
• responds to requests for information regarding rules, regulations, policies, and procedures
• Performs data entry and retrieval of records, lists, and statistical information
• reviews statistical reports for accuracy and initiates procedures to resolve deficiencies
• compiles and enters data, makes calculations, and prepares charts, graphs, databases, summaries, and reports
• Prepares, edits, and distributes correspondence, reports, studies, forms, and other documents
• prepares and disseminates information concerning programs and procedures
• maintains filing, record keeping, and records management systems
• Processes incoming and outgoing telephone calls
• schedules appointments
• assists in coordinating meetings, conferences, and seminars
• Performs a variety of marginal duties not listed, to be determined and assigned as needed

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level