Administrative Assistant III - Lubbock
About The Position
Performs complex, journey-level administrative support work, including coordinating and monitoring aspects of administrative regulatory operations for the Enforcement Division. Provides internal administrative support by disseminating information, helping maintain filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude to use initiative and independent judgment. Provides administrative and technical support to Regional Management and staff; manages office operations and records; maintains spreadsheets, databases, and files; and assists with customer service and information requests. The position functions in a standard office environment and is expected to work in the office. Situational or hybrid telework may be available after completion of an initial probationary period, subject to workspace, internet, schedule, and collaboration requirements.
Requirements
- Graduation from a standard senior high school or equivalent.
- Three years of full-time experience in clerical or administrative support work. Completion of 30 semester hours of college may substitute for one year of experience.
- Possess a valid Texas driver's license, if applicable.
- Knowledge of general office practices, administrative procedures, business terminology, spelling, punctuation, and grammar.
- Proficiency with electronic data and word-processing office equipment and software, including Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
- Professional communication skills by phone, email, in person, and mail.
- Ability to implement administrative procedures; interpret rules, regulations, policies, and procedures; communicate effectively; and provide guidance to others.
- Ability to analyze and resolve work-related problems, work independently, take initiative, and meet critical deadlines.
- Ability to follow instructions and communicate effectively orally and in writing.
- Ability to maintain confidential and sensitive information, files, and records.
- Ability to make mathematical computations and tabulations and evaluate the effectiveness of administrative procedures.
- Ability to manage multiple tasks and overlapping deadlines under pressure and interact professionally with agency employees and the public.
- Ability to move around the office, access filing cabinets and equipment, and move items weighing up to 20 pounds.
- Ability to communicate and exchange information by phone, computer, in person, and electronic media; perform repetitive keyboard use; work as a team member; and handle confidential information.
- For telework, must have a secure, dedicated workspace and internet service, maintain a reliable and consistent work schedule, and be available for meetings and group collaboration during regular business hours.
Responsibilities
- Prepare and disseminate information about agency programs and procedures; review and record information while ensuring data integrity and confidentiality.
- Prepare, edit, and distribute correspondence, reports, studies, forms, and other documents.
- Arrange meetings, appointments, schedules, and travel for Regional Enforcement staff; maintain a calendar of time-sensitive matters, settlements, deadlines, and meetings, and notify management of upcoming commitments.
- Maintain enforcement records, including in-office appointments; track enforcement personnel time for engagements requested by outside agencies.
- Provide customer service to internal and external customers and answer routine questions related to licensing and auditing.
- Support office operations, including filing, phones, scheduling, postage logs, supplies, purchase requests, requisitions, and receiving reports.
- Maintain and report record-retention files; date-stamp Licensing information and distribute it to the appropriate analyst or supervisor.
- Work with the capital inventory custodian to account for and safeguard Licensing equipment.
- Answer phone inquiries and explain rules, regulations, policies, and procedures.
- Create and maintain spreadsheets and databases; prepare reports and final documents; establish and maintain related record-keeping systems.
- Review and proofread documents, records, and forms for accuracy, completeness, and compliance with applicable rules and regulations.
- Enter, modify, and update information in systems and records; maintain files and database updates for enforcement activities.
- Research forms and database systems to resolve customer-service inquiries and issues.
- Complete annual training and other required occupational training; may prepare training materials or coordinate agency-hosted training sessions.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
