Administrative Assistant IV - Staff Services - Parole Division (717193)

Texas Department of Criminal Justice • McAllen, TX

7d

About The Position

Performs highly complex administrative support work. Work involves providing and coordinating administrative support including disseminating information; developing filing systems; preparing and editing reports and documents; and supervising the work of others. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.

Requirements

• Graduation from an accredited senior high school or equivalent or GED.
• Two years full-time, wage-earning customer service, clerical, 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 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 principles and practices and administrative 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 complex records and files in an automated system.
• Skill to review technical data and prepare technical reports.
• Skill to implement new systems and procedures and evaluate their effectiveness.
• Skill to train and supervise the work of others.
• 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 under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.

Nice To Haves

• Experience in the supervision of employees 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, edits, reviews, and coordinates the preparation of correspondence, reports, records, and other documents and ensures compliance with agency rules, regulations, policies, and procedures; prepares and distributes information to staff; and compiles and edits data for databases and prepares reports.
• Coordinates work with other departments of the agency, other agencies, organizations, officials, and the public; prepares, interprets, and disseminates information concerning agency programs and procedures; and responds to inquiries regarding technical program and administrative regulations, policies, and procedures.
• Maintains and monitors the maintenance of parole operations offender correspondence, records, and files to include document tracking processes; verifies tracking information and coding; assists in researching technical issues; and recommends procedural improvements.
• Assists in answering and routing phone calls; assists in opening, sorting, and distributing mail; develops and maintains filing, record keeping, and records management systems; and maintains inventory and records of materials, supplies, and fixed assets.
• Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access.
• Trains and supervises the work of others.
• 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: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees