TEXAS STATE BOARD OF PHARMACY
0156 Administrative Assistant III
Closing Date: November 8, 2018 @ 5:00 PM
Posting Number: TSBP19003
$2,850 – $2,910 (A13)
Performs complex (journey-level) administrative support or technical program assistance work for Enforcement Division. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under general supervision of the Chief of Investigations, with moderate latitude for the use of initiative and independent judgment.
ESSENTIAL JOB FUNCTIONS
Provides administrative support to Chief Investigator. Work includes preparing routine and non-routine correspondence and drafting/preparing warning letters and proposed revocation agreed orders to licensees and registrants.
Performs technical assistance work relating to agency’s complaint process, in accordance with established policies and procedures. Work includes:
preparing, processing, maintaining, and filing complaint files;
organizing and updating files as new information is obtained;
preparing files to refer to the agency’s Legal Division; and
data entry of information into agency’s computer system.
Prepares and disseminates information concerning agency programs and procedures.
Prepares, edits, and distributes correspondence, forms, and documents.
Maintains filing, record-keeping, and records management systems.
Performs general office duties such as ordering supplies, performing basic bookkeeping work, and assisting with general human resources work relating to peace officers for agency.
Responds to inquiries on rules, regulations, policies, and procedures.
Coordinates meetings, conferences, and seminars.
Compiles and enters data for charts, graphs, databases, summaries, or reports.
Assists in the development of administrative or technical assistance policies and procedures.
May provide assistance answering and routing phone calls, taking messages, and greeting visitors.
May research, compose, design, or edit agency publications such as brochures, forms, and manuals.
May develop training materials.
May manage and maintain schedules and travel arrangements for investigations.
May provide information to agency customers, including technical explanations of pharmacy laws/rules and agency policies/procedures.
Determines work priorities and schedules time accordingly.
Complies with all agency personnel policies, including regular attendance.
Performs related duties as required.
High school education or equivalent required. Graduation or course work from a 2 or 4 year accredited college or university with major course work in job-related field is preferred, such as Administrative Assistant, Office Management, or Business Administration. Two years’ experience as an administrative assistant or technical program assistance work is highly preferred. Experience must reflect responsible duties in administrative support work or technical program assistance work. Previous experience in regulatory, legal support, or investigative work is preferred. Previous experience in a pharmacy or health-care field is highly desirable. Must have demonstrated ability of standard office equipment and software. Knowledge of Word & Excel is preferred. Conditions of employment are: (1) must pass state and national fingerprint background checks; and (2) must be able to pass the required online class regarding security of criminal records. Must be eligible, as determined by Texas Department of Public Safety, to access criminal history records. If registered as a pharmacy technician, must possess current registration certificate and be in good standing with the Texas State Board of Pharmacy.
KNOWLEDGE, SKILLS & ABILITIES (KSAs)
• Knowledge of agency policies and procedures.
• Working knowledge of basic investigative methods and procedures.
• Knowledge of court systems and terminology associated with criminal offenses.
• Knowledge of laws/rules governing the practice of pharmacy.
• Interpersonal skills to interact with a variety of contacts professionally and tactfully, particularly in adversarial conditions.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Ability to interpret and apply laws/rules and agency policies/guidelines.
• Ability to conduct interviews and gather facts.
• Ability to evaluate findings and prepare concise reports.
• Ability to access, input, and retrieve information from computer.
• Skill at reviewing documents for completeness and accuracy.
• Ability to interact with public in a courteous and effective manner.
• Ability to maintain effective working relationships with other employees.
• Ability to work independently and manage multiple priorities concurrently.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to maintain confidentiality.
• Memory Skills.
Normal office environment. Tobacco Free Work Place. Work involves sitting and operating a personal computer for long periods of time. Physical conditions will require a person with sufficient stamina to maintain a constant high level of concentration, frequently intense with many interruptions, for long periods of time. Work involves frequent verbal communications with others by telephone. Work involves reading and reviewing large numbers of documents. Work involves processing information quickly and accurately. Work involves the lifting of boxes of records, evidence and other documents weighing more than 25 pounds. The specific statements shown in each section of this position description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.
In order to receive a veteran’s preference for any position, one the following documents must be submitted with the employment application: a copy of the DD-214; a statement of compensation from the Veteran’s Administration; or a copy of the DD1300.
HOW TO APPLY
The Texas State Board of Pharmacy (TSBP) accepts applications only for posted vacancies. The job description and state of Texas application can be downloaded from the TSBP website: http://www.pharmacy.texas.gov/Job%20Openings/JobOpenings.asp.
Application must be submitted with a cover letter that focuses on the applicant’s unique qualifications for the position. Application must be completed with all requested information. Incomplete applications will not be considered. Applications may be submitted by mail, in person, or email to: Texas State Board of Pharmacy, 333 Guadalupe St, Ste. 3-500, Austin Texas 78701; firstname.lastname@example.org
An Equal Employment Opportunity Employer: TSBP does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or veteran status. A copy of TSBP’s EEO Plan Utilization Report is available at http://www.pharmacy.texas.gov/files_pdf/EEO_Utilization_Report_TSBP_Amended.pdf
This job is covered by the Fair Labor Standards Act (FLSA). Employees in jobs covered by FLSA who actually work in excess of 40 hours in a workweek receive time off at a time-and-one-half rate as the primary method of compensation in lieu of cash payment.
Posted: November 01, 2018