OAG - Open Records | Administrative Assistant I | 26-0521

GENERAL DESCRIPTION The Open Records Division is seeking an Administrative Assistant whose work will involve a variety of functions that support the daily activities for the division. Including customer service, disseminating information, maintaining filing systems, and administrative support. The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State’s law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans. ESSENTIAL POSITION FUNCTIONS Provides receptionist support, answering division switchboard in a professional manner, including utilizing the division’s mail tracking computer system to assist in accurately handling and/or routing calls to the appropriate person; greets and assists visitors in a friendly and professional manner Sends acknowledgments to governmental bodies involved in ruling or complaint process Enters timekeeping for the division attorney staff on the mainframe computer system Stamps, logs and distributes incoming mail; reads and analyzes all correspondence including general correspondence, legal briefs and open records related documents to make an initial determination of action to be taken; drafts summary of issues raised in request for a ruling and records summary in the FoxPro case management database; assigns a file number to properly identify all correspondence Prepares letter rulings, correspondence, and drafts using WordPerfect software; proofreads, reviews, edits and finalizes documents with daily deadlines; mails division communications and returns documents to the appropriate parties; closes, organizes, archives and files case files Performs related work as assigned Maintains relevant knowledge necessary to perform essential job functions Attends work regularly in compliance with agreed-upon work schedule Ensures security and confidentiality of sensitive and/or protected information Complies with all agency policies and procedures, including those pertaining to ethics and integrity GENERAL DESCRIPTION The Open Records Division is seeking an Administrative Assistant whose work will involve a variety of functions that support the daily activities for the division. Including customer service, disseminating information, maintaining filing systems, and administrative support. The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State’s law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans. ESSENTIAL POSITION FUNCTIONS Provides receptionist support, answering division switchboard in a professional manner, including utilizing the division’s mail tracking computer system to assist in accurately handling and/or routing calls to the appropriate person; greets and assists visitors in a friendly and professional manner Sends acknowledgments to governmental bodies involved in ruling or complaint process Enters timekeeping for the division attorney staff on the mainframe computer system Stamps, logs and distributes incoming mail; reads and analyzes all correspondence including general correspondence, legal briefs and open records related documents to make an initial determination of action to be taken; drafts summary of issues raised in request for a ruling and records summary in the FoxPro case management database; assigns a file number to properly identify all correspondence Prepares letter rulings, correspondence, and drafts using WordPerfect software; proofreads, reviews, edits and finalizes documents with daily deadlines; mails division communications and returns documents to the appropriate parties; closes, organizes, archives and files case files Performs related work as assigned Maintains relevant knowledge necessary to perform essential job functions Attends work regularly in compliance with agreed-upon work schedule Ensures security and confidentiality of sensitive and/or protected information Complies with all agency policies and procedures, including those pertaining to ethics and integrity MINIMUM QUALIFICATIONS Education: Graduation from high school or equivalent Experience: 1 year of full-time experience working in the following (or closely related) fields: clerical or general office. May substitute thirty credit hours from an accredited college or university for the required experience [transcript required for substitution] Skill in handling multiple tasks, prioritizing, working under pressure, and meeting deadlines Skill in effective oral and written communication [Applicants selected for an interview will be administered a grammar, spelling and punctuation test] Skill in exercising sound judgment and effective decision making Ability to receive and respond positively to constructive feedback Ability to work cooperatively with others in a professional office environment Ability to provide excellent customer service Ability to work more than 20 hours as needed and in compliance with the FLSA Ability to adhere to consistent work schedule Monday through Friday, between 9 a.m. – 4 p.m. Ability to type 40 wpm [Typing test required at time of interview] Ability to arrange for personal transportation for business-related travel Ability to lift and relocate 30 lbs. PREFERRED QUALIFICATIONS Education: Bachelor's degree from an accredited college or university Experience: WordPerfect, Excel, and FoxPro Knowledge: Public Information Act Other Language: Ability to proficiently read, write, and speak Spanish TO APPLY To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER MINIMUM QUALIFICATIONS Education: Graduation from high school or equivalent Experience: 1 year of full-time experience working in the following (or closely related) fields: clerical or general office. May substitute thirty credit hours from an accredited college or university for the required experience [transcript required for substitution] Skill in handling multiple tasks, prioritizing, working under pressure, and meeting deadlines Skill in effective oral and written communication [Applicants selected for an interview will be administered a grammar, spelling and punctuation test] Skill in exercising sound judgment and effective decision making Ability to receive and respond positively to constructive feedback Ability to work cooperatively with others in a professional office environment Ability to provide excellent customer service Ability to work more than 20 hours as needed and in compliance with the FLSA Ability to adhere to consistent work schedule Monday through Friday, between 9 a.m. – 4 p.m. Ability to type 40 wpm [Typing test required at time of interview] Ability to arrange for personal transportation for business-related travel Ability to lift and relocate 30 lbs. PREFERRED QUALIFICATIONS Education: Bachelor's degree from an accredited college or university Experience: WordPerfect, Excel, and FoxPro Knowledge: Public Information Act Other Language: Ability to proficiently read, write, and speak Spanish TO APPLY To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER

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