GENERAL DESCRIPTION:

Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Enforcement 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.

(40%) Provides administrative and technical support to Regional Management and other staff:

• Prepares and disseminates information concerning agency programs and procedures.
• Reviews and records essential information to ensure data integrity and confidentiality.
• Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
• Maintains and arranges meeting appointments, schedule, travel arrangements for Regional Enforcement Staff.
• Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines. May also answer routine questions related to licensing/auditing.
• Maintains enforcement records to include in-office appointments.
• Tracks time associated with enforcement personnel for all engagements requested by outside agencies.
• Provides exceptional customer service to both internal and external customers.

(30%) General Office Management Duties:

• Provides administrative support associated with maintaining the office (filing, phone, scheduling, & postage log if applicable).
• Maintains a level of office supplies for the division to include submission of orders that are needed and completion of divisional purchase requests, requisitions, and receiving reports.
• Maintains and reports record retention files.
• Ensures all information received for Licensing is date stamped and distributed to the appropriate licensing analyst or Supervisor.
• Works with the capital inventory custodian to ensure all Licensing equipment is accounted for and safeguarded.
• Answers phone lines and responds to inquiries; and explains rules, regulations, policies, and procedures.

(20%) Creates and maintains spreadsheets and/or databases for area as needed; prepares reports and final documents.

• Establishes and maintains interrelated record-keeping systems.  Reviews and proofreads documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations.  Inputs, modifies, and updates data in systems and records as necessary.
• Maintains files and updates to computer database systems for work activities dealing with enforcement tasks.
• Conducts research on forms and/or computer database system to resolve customer service inquiries/issues.

(10%) Education, Training and Other Work Activities:

• Completes all annual training assignments and attends other occupational training as required.
• May prepare and compile presentation and training materials.
• May coordinate agency-hosted training sessions.
• Performs other duties as assigned.

•  Must pass a background check.
• Graduation from a standard senior high school or equivalent.

AND

• Three (3) years’ full-time experience in clerical or administrative support work.
• NOTE:  Completion of thirty semester hours of college will substitute for one year of experience.

• Knowledge of general office practices and administrative procedures.
  Knowledge of business terminology, spelling, punctuation, and grammar.
• Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat.
• Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.
• Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
• Ability to analyze and solve work related problems.
• Ability to work independently, perform as a self-starter and meet critical deadlines.
• Ability to follow instructions and communicate effectively both orally and in writing.
• Ability to maintain confidential and sensitive information.
• Ability to maintain files and records.
• Ability to make mathematical computations and tabulations.
• Ability to implement administrative procedures and evaluate their effectiveness.
• Ability to work under pressure, to perform multiple tasks to meet simultaneous deadlines.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to deal with the agency employees and the public in a professional manner.

• Valid class C Texas Driver’s License. (If out of state, ability to obtain Texas license within 3 months of employment)

This position functions in a standard office environment. Must be able to move around the office to access file cabinets, office equipment, and lift up to 25 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. Must be able to travel up to 5%-day travel and occasional overnight travel. Required to work as a team member and handle confidential information.