GENERAL DESCRIPTION:

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.

ESSENTIAL JOB FUNCTIONS (EJFs):

(30%) Provides administrative support and technical assistance to staff for investigations:

• Assists with the review, assignment, and follows up with staff on investigation activities involving complaints, various types of 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 to include the narratives for cases that have reached seven of more CCL incidents (violations) and schedules settlement dates with permit/license holders.
• Verifies documents submitted to Audit for bank freezes or bank errors by the permit/license holder to determine validity of the violation(s).
• Verifies and data enters “reported in error” letters into computer system (ARTS) so that violation is removed from the permit or license holder’s account.

(30%) General Office Management Duties

• Provides administrative support associated with maintaining the office (filing, phone, mail, counter traffic, scheduling, & postage log if applicable)
• Answers routine general questions related to licensing, code, rules, and marketing practices issues.
• 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.
• Schedules travel arrangements for staff as needed.
• Works with the capital inventory custodian to ensure all auditing equipment is with assigned auditors and safeguarded.
• Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines.
• Answers audit phone lines and responds to inquiries; and explains rules, regulations, policies, and procedures.
• Generates routine and special correspondence, reports, case notes, data entry, etc.
• Monitors field staff’s Daily Activity Reports (DARS) and notifies management of discrepancies.

(25%) Maintenance of Auditing files to include food and beverage, local distributor, excise tax, and
private club audits.

• Reviews, assigns, tracks, and reports to management status of overdue assignments.
• Reconciles completed audits (monthly) with status of audits in computer system (ARTS) and reported audits on the system audits closed (SSRS) report.
• Maintains files, updates computer database system, and pulls scheduled monthly reports of work activities for management review.

  (15%) Education and Other Work Activities

• Maintains and schedules education initiatives and retailer responsibility (REAP) classes that are 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 received from headquarters. Schedule case settlements for license/permit holders who did not pay the outstanding taxes within the       specified  time-period (21 days).
• Performs other work activities as assigned.

MINIMUM QUALIFICATIONS:

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, SKILLS, AND ABILITIES:

Knowledge of general office practices and administrative procedures. 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 mailability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
Ability to multi-task and meet deadlines.
Ability to deal with the agency employees and the public in a professional manner.

REGISTRATION, CERTIFICATION OR LICENSURE:

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

PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:

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 and dolly up to 45 pounds on occasion. 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 willing and able to travel, including occasional overnight travel as needed for training purposes. Required to work as a team member and handle confidential sensitive information.