THC - Fleet Administrative Assistant; Administrative Assistant II

Position: THC - Fleet Administrative Assistant (Administrative Assistant II) 26-81
Job Description

JOB OBJECTIVE:Performs routine (journey-level) administrative support work.

The Fleet Administrative Assistantprovides administrative support to the Texas Historical Commission Fleet Operations. Responsibilities include assisting with registering and emission testing agency vehicles, obtaining and evaluating repair quotes, tracking and documenting vehicle issues, and managing all related correspondence. Additionally, this role coordinates various fleet-related activities and performs other necessary functions to ensure the vehicle fleet's efficient, effective, and compliant operation and utilization.

Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES:

1. Performs comprehensive technical program support for fleet operations by preparing, editing, and distributing various correspondence, reports, forms, and documents.

2. Compiles and enters operational data, performs necessary calculations, and generates detailed reports to support agency objectives.

3. Prepares and disseminates clear and accurate information related to fleet operations to relevant stakeholders.

4. Coordinates with various organizational units within the agency to ensure the timely completion of essential activities such as emissions testing, vehicle registrations, and other compliance requirements.

5. Manages the administration of agency fleet cards, including ordering new cards, offering technical assistance to staff, collecting and managing receipts, and accurately entering data into designated information systems.

6. Works collaboratively with other agency units, responding promptly to inquiries regarding applicable rules, regulations, policies, and procedures. Maintains organized filing, record keeping, and records management systems, including automated information systems, to ensure data integrity and accessibility.

7. Assists in formulating and refining administrative and technical assistance policies and procedures.

8. Contributes to identifying and resolving operational challenges and actively participates in planning and implementing fleet operations program activities.

9. Serves as a backup to the agency fleet manager when needed, ensuring continuity of operations.

NON-ESSENTIAL DUTIES:

Perform other duties as assigned.

Qualifications:

QUALIFICATIONS/REQUIREMENTS (Theapplicationmustspecificallystatehoweachofthefollowingqualifications are met):

• Graduation from an accredited senior high school or equivalent, or GED.

• Two years of full-time, wage-earning customer service, clerical, secretarial, administrative, or technical program support experience.

• Experience working with computers and systems is required. (i.e., Microsoft Office Products)

• Ability to maintain the security or integrity of the critical infrastructure;

• Required to travel up to 20% of the work period.

PREFER:

• Prior experience with fleet operations.

• Prior experience with Geotab or other fleet operation programs.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office practices and procedures.

• 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 in problem-solving techniques.

• Skill in the use of computers and related equipment in a stand-alone or local area network environment.

• Skill to prepare and maintain accurate records, files, and reports.

• Skill in the electronic transmission of communications.

• Skill to review technical data and prepare technical reports.

REGISTRATION, CERTIFICATION, OR LICENSURE:

Must have or obtain a valid Driver's License and Defensive Driving Course to operate state vehicles.

ENVIRONMENT/PHYSICAL CONDITIONS: This isan in-office position, normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve…