DPS - DLD - Administrative Assistant HQ Ops

Position: DPS - DLD - Administrative Assistant HQ Ops - 0156
Job Description

Weekend work may be required, on occasion.

This position is for an extended hours facility. Work schedules begin as early as 7:00am and may end as late as 8:00pm.

PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

SUBMITTED THROUGH WORK IN TEXAS: Work in Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. In order to complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. Go to CAPPS Recruit to Sign In

GENERAL DESCRIPTION: Performs highly complex (senior-level) administrative support for a DL Regional executive driver license office and/or HQ Service Manager(s). Work involves preparing reports, coordinating payroll/employment-related actions; coordinating the dissemination of information; developing efficient filing systems and coordinating records retention systems; and coordinating internal administrative support work. May supervise the work of others. Work is performed under limited supervision, with moderate latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position.

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Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

ESSENTIAL DUTIES / RESPONSIBILITIES

Provide phone coverage and respond to escalated customer inquiries and resolve issues; distribute documents; and plan/schedule/coordinate appointments.

Prepare, review, track and coordinate correspondence and personnel-related documents, Human Resource Actions, and performance evaluations.

Update manuals and maintain employee records, act as notary for statements, complaints, depositions, etc.

Initiate and coordinate action to fill vacancies, serve on interview boards, and provide applicant acceptability.

Create, maintain and review internal communication documents, files, and reports.

Prepare, interpret, and disseminate information regarding internal rules, policies, regulations, and procedures.

Review and process documents, procurements and payments for supplies, services, contracts.

Serve as Timekeeper.

Prepare travel vouchers.

Prepare and submit Computer Security and/or Local Security Administrator request.

Attends work regularly and observes work hours in accordance with agency leave and attendance policies

Perform other duties as assigned.

Qualifications:

GENERAL QUALIFICATIONS and REQUIREMENTS:

Education - Minimum of a High School Diploma or equivalent required.

Experience - Minimum of four (4) years' progressively responsible Administrative Assistant/office support experience required.

Substitution

Note:

Additional work experience of the type described or other related education may be substituted for one another on a year-for-year basis.

Licensure and/or Certification - If driving is required must possess a valid driver license.

Regulatory knowledge - Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State, and Federal regulations, legislation, guidelines, policies and procedures. Knowledge of State records retention parameters.

Analytical skills - Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness. Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.

Interpersonal skills - Must exercise excellent interpersonal skills - position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.

Presentation/Communication skills - Must be able to effectively communicate and present information and/or training to individuals and a…