Administrative Assistant IV - Records Coordinator Austin

Job Summary

Performs highly complex administrative support work. Provides and coordinates administrative support, including disseminating information, developing filing systems, preparing and editing reports and documents, and providing guidance to others. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.

• Performs advanced technical assistance work for an agency program; develops administrative and technical assistance policies and procedures; assists in researching technical and policy issues; participates in implementation of program planning.
• Prepares, interprets, and disseminates information concerning agency programs and procedures; compiles and prepares statistical information and documents; and coordinates preparation, editing, and distribution of correspondence, reports, studies, forms, and documents.
• Coordinates and monitors tracking of open records requests, restitutions, and fee affidavits; develops and maintains records, filing systems, and program databases.
• Coordinates work with organizational units; provides liaison with local, state, and federal agencies and the public; responds to inquiries regarding technical program and administrative regulations, policies, and procedures.
• Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access.
• Provides training and technical assistance to support staff.
• Performs a variety of marginal duties as determined and assigned.

• Graduation from an accredited senior high school or equivalent or GED.
• Three years full‑time, wage‑earning customer service, clerical, administrative support, technical program support, and criminal justice experience. Fifteen semester hours from an accredited college or university may be substituted for each six months of experience.
• Must obtain a certificate of course completion for the Texas Law Enforcement Telecommunications System (TLETS) policy and procedures training within six months of employment; meet and maintain TLETS access eligibility.

• Knowledge of office practices and procedures.
• Knowledge of applicable state and federal laws, rules, regulations, and statutes (preferred).
• Knowledge of business terminology, spelling, punctuation, and grammar.
• Knowledge of open records policies and procedures (preferred).
• Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations (preferred).
• Skill to communicate ideas and instructions clearly and concisely.
• Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
• Skill to interpret and apply rules, regulations, policies, and procedures.
• Skill to prepare and maintain complex records and files in an automated system.
• Skill in problem‑solving techniques.
• Skill in the use of computers and related equipment in a stand‑alone or local area network environment.
• Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software.
• Skill to train employees.

• 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.
• Conditions include working inside, around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, protracted or irregular hours, traveling by car, van, bus, and airplane.
• Equipment used in essential functions includes computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.

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.