Administrative Assistant IV - Staff Services - Parole Division - Houston VI District Parole Office (717189)

I. JOB SUMMARY 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. II. ESSENTIAL FUNCTIONS A. 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. B. 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. C. 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. D. 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. E. Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access. F. Trains and supervises the work of others. * Performs a variety of marginal duties not listed, to be determined and assigned as needed. III. MINIMUM QUALIFICATIONS A. Education, Experience, and Training 1. Graduation from an accredited senior high school or equivalent or GED. 2. 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. 3. Experience in the supervision of employees preferred. 4. Experience in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred. * 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. For details see: http://www.tdcj.texas.gov/divisions/hr/hr-home/tletseligibility.html B. Knowledge and Skills 1. Knowledge of office principles and practices and administrative procedures. 2. Knowledge of business terminology, spelling, punctuation, and grammar. 3. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred. 4. Skill to communicate ideas and instructions clearly and concisely. 5. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public. 6. Skill to interpret and apply rules, regulations, policies, and procedures. 7. Skill in problem-solving techniques. 8. Skill in the use of computers and related equipment in a stand-alone or local area network environment. 9. Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs. 10. Skill to prepare and maintain complex records and files in an automated system. 11. Skill to review technical data and prepare technical reports. 12. Skill to implement new systems and procedures and evaluate their effectiveness. 13. Skill to train and supervise the work of others. 14. Skill to type 45 words per minute (with no more than 10 errors) preferred. IV. ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION A. 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. B. Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane. C. Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile. Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request. Only candidates selected for an interview will be contacted. *Outside applicants will be required to submit to pre-employment drug testing as a condition of employment. * Questions regarding this posting may be directed to: Sharon Bayliff Human Resources Headquarters 2 Financial Plaza, STE 600 Huntsville, TX   77340 PH (936) 437-4229 EMAIL [email protected] Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request. Only candidates selected for an interview will be contacted. *Outside applicants will be required to submit to pre-employment drug testing as a condition of employment. * Questions regarding this posting may be directed to: Sharon Bayliff Human Resources Headquarters 2 Financial Plaza, STE 600 Huntsville, TX   77340 PH (936) 437-4229 EMAIL [email protected] The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met. Military Crosswalk Guide - Prepared by the State Auditor's Office Texas State Auditor's Office - Job Descriptions The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met. Military Crosswalk Guide - Prepared by the State Auditor's Office Texas State Auditor's Office - Job Descriptions The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice. The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.

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