Audit Administrative Assistant

Texas Alcoholic Beverage Commission•Arlington, TX

26d•Hybrid

About The Position

This posting is continuous until filled. Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Audit and Investigations 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.

Requirements

Graduation from a standard senior high school or equivalent.
Three (3) years' full-time experience in clerical or administrative support work.
Possess a valid Texas driver’s license, if applicable.
Ability to implement administrative procedures.
Ability to interpret rules, regulations, policies, and procedures.
Ability to communicate effectively.
Ability to provide guidance to others.
Ability to multi-task and meet deadlines.
Ability to deal with agency employees and the public in a professional manner.
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.
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.
Legible copy of transcript(s) showing related degree and accounting hours, and/or proof of course enrollment MUST accompany application for employment consideration.
Applicants should clearly describe in detail on their applications, how they meet the minimum qualifications for the position, in the work experience duty sections.

Nice To Haves

Completion of thirty semester hours of college will substitute for one year of experience.

Responsibilities

Provides administrative support and technical assistance to staff for investigations, including reviewing, assigning, and following up on investigation activities involving complaints, inspections, and complaint-based investigations.
Reviews Cash/Credit law (CCL) incidents report bi-monthly, assigns CCL investigations to staff and assists with monitoring resulting administrative cases assigned.
Assembles case settlement documents and schedules settlement dates with permit/license holders for cases with seven or more CCL incidents.
Verifies documents submitted for bank freezes or bank errors by permit/license holders to determine the validity of violations.
Verifies and data enters “reported in error” letters into the computer system (ARTS) to remove violations from the permit or license holder’s account.
Provides administrative support associated with maintaining the office, including filing, phone, mail, counter traffic, scheduling, and postage log.
Answers routine general questions related to licensing, code, rules, and marketing practices.
Maintains office supplies for the division, including ordering and completing purchase requests, requisitions, and receiving reports.
Schedules travel arrangements for staff as needed.
Works with the capital inventory custodian to ensure all auditing equipment is assigned and safeguarded.
Maintains a calendar of time-sensitive issues, meetings, case settlements, and deadlines, and notifies management of appointments and approaching deadlines.
Answers audit phone lines and responds to inquiries, explaining rules, regulations, policies, and procedures.
Generates routine and special correspondence, reports, case notes, and performs data entry.
Monitors field staff’s Daily Activity Reports (DARS) and notifies management of discrepancies.
Maintains auditing files, including food and beverage, local distributor, excise tax, and private club audits.
Reviews, assigns, tracks, and reports the status of overdue assignments to management.
Reconciles completed audits monthly with the status of audits in the computer system (ARTS) and reported audits on the system audits closed (SSRS) report.
Maintains files, updates the computer database system, and pulls scheduled monthly reports of work activities for management review.
Maintains and schedules education initiatives and retailer responsibility (REAP) classes taught by audit staff.
May assist with educational events at schools, industry groups, and the public.
Processes Ad Valorem Tax requests for the collection of city and county delinquent tax notifications.
Schedules case settlements for license/permit holders who did not pay outstanding taxes within the specified time-period.
Performs other work activities as assigned.