Administrative Assistant III

Administrative Support For Licensing Department

Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Licensing department. 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 limited latitude for the use of initiative and independent judgment.

NOTE:

Must complete Licensing Department's annual in-service training in-person and any other training the Department Director deems mandatory as per the agency's policies, procedures, guidelines, and regulations.

Any mandatory training that occurs outside of the designated duty station will involve travel, which may include overnight stays.

Essential Job Functions:

40% - Provides administrative and technical support to regional management and other Licensing personnel. Reviews and records essential information to ensure data integrity and confidentiality. Prepares, edits, and distributes information, correspondence, reports, studies, forms, and documents. Manages and schedules travel arrangements for regional Licensing personnel. Maintains calendar of time sensitive issues, meetings, deadlines, and notifies management of appointments and approaching deadlines.

Maintains agency records to include in-office appointments, applications, and temporary event requests. Provides customer service to both internal and external customers.

30% - General office management duties. Provides administrative support associated with maintaining the office. Maintains a level of office supplies for the region to include submission of orders and completion of regional purchase requests, requisitions, and receiving reports. Maintains and reports record retention files, as needed. Ensures all information received for Licensing is date stamped, tracked, and distributed to the appropriate licensing personnel.

May work with the inventory custodian to ensure all Licensing equipment is accounted for. May answer Licensing inquiries, conduct research, and explain rules, regulations, policies, and procedures.

20% - Creates and maintains spreadsheets, databases, and reports. May establish and maintain record-keeping systems. Reviews and proofreads documents and forms for accuracy and completeness. Maintains files and updates to the agency's database systems for work activities pertaining to licensing tasks.

10% - Education, Training and Other Work Activities. Completes all annual training assignments and attends licensing-related and other occupational training as required. Must maintain all Licensing related certifications. May prepare and compile presentation and training materials. May assist with coordination of agency-hosted training sessions. Performs related work as assigned.

Minimum Qualifications:

Education:

Graduation from a standard senior high school or equivalent and

Experience:

Three (3) years' full-time experience in clerical or administrative support work. Applicable Substitutions:
Experience and education may be substituted for one another on a year-for-year basis.

Preferred Qualifications:

N/A

Registration, Certification or Licensure:
Possess a valid Texas driver's license, if applicable. Additional certifications may be required to be registered, certified, or licensed in a specialty area.

Knowledge, Skills, and Abilities:

Knowledge of general office practices and administrative procedures. Knowledge of business terminology, spelling, punctuation, and grammar. Skills 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. Abilities 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.…