Administrative Assistant - II Intake Processing - Gist State Jail

Job Summary

Performs routine administrative support work. The role involves providing administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

• Prepares, edits, and distributes correspondence and other documents ensuring conformance to rules, regulations, policies, and procedures.
• Files and maintains forms, records, and reports; compiles, organizes, and tabulates data; performs data entry and retrieval; prepares related reports.
• Maintains logs of work progress, document processing, and other records.
• Answers telephones; responds to requests for information; and answers inquiries regarding rules, regulations, policies, and procedures.
• Scans intake documents into the Electronic Data Management System (EDMS) and performs quality control checks on scanned records.
• Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access. Performs a variety of marginal duties not listed, to be determined and assigned as needed.

• Graduation from an accredited senior high school or equivalent or GED.
• Customer service, clerical, secretarial, administrative support or technical program support experience preferred.
• Must have or be able to obtain a certificate of course completion for the Texas Law Enforcement Telecommunications System (TLETS) policy and procedures training from the Texas Department of Public Safety within six months of employment date and maintain TLETS access eligibility.

• Knowledge of office practices and procedures.
• Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.
• Ability to communicate ideas and instructions clearly and concisely.
• Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public.
• Ability to interpret and apply rules, regulations, policies, and procedures.
• Ability to prepare and maintain accurate records, files, and reports.
• Skill in the use of computers and related equipment in a stand‑alone or local area network environment preferred.
• Skill in the use of Microsoft Office Suite or equivalent including word processing, spreadsheet, database, or presentation software programs preferred.
• Typing speed of 45 words per minute (with no more than 10 errors) preferred.

• Ability to walk, stand, sit, kneel, push, stoop, reach above shoulder height, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 15-44 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
• Work conditions include working inside and around machines with moving parts, radiant and electrical energy, closely with others or alone, under protracted or irregular hours, and traveling by car, van, bus, or airplane.
• Equipment used 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.