Administrative Assistant III; Houston

The position performs complex (journey-level) administrative support work for the Audit and Investigations Division. Responsibilities include coordinating and monitoring administrative regulatory operations, disseminating information, maintaining filing systems, preparing and editing reports and documents, and providing guidance to others. The role works under general supervision and uses independent judgment.

• Assists with the review, assignment, and follow‑up with staff on investigation activities involving complaints, various types of inspections, and complaint‑based investigations.
• Reviews Cash/Credit Law (CCL) incident reports bi‑monthly, assigns CCL investigations to staff, and assists with monitoring resulting administrative cases assigned.
• Assembles case settlement documents to include narratives for cases that have reached seven or more CCL incidents (violations) and schedules settlement dates with permit/license holders.
• Verifies documents submitted to Audit for bank freezes or bank errors by the permit/license holder to determine validity of the violation(s).
• Verifies and data‑enters “reported in error” letters into the computer system (ARTS) so that the violation is removed from the permit or license holder’s account.

• Provides administrative support associated with maintaining the office (filing, phone, mail, counter traffic, scheduling, and postage log if applicable).
• Answers routine general questions related to licensing, code, rules, and marketing practice issues.
• Maintains a level of office supplies for the division, submits orders, and completes divisional purchase requests, requisitions, and receiving reports.
• Schedules travel arrangements for staff as needed.
• Works with the capital inventory custodian to ensure all auditing equipment is assigned to auditors and safeguarded.
• Maintains calendar of time‑sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines.
• Answers audit phone lines, responds to inquiries, and explains rules, regulations, policies, and procedures.
• Generates routine and special correspondence, reports, case notes, data entry, etc.
• Monitors field staff’s Daily Activity Reports (DARS) and notifies management of discrepancies.

• Reviews, assigns, tracks, and reports to management the status of overdue assignments.
• Reconciles completed audits (monthly) with status of audits in the computer system (ARTS) and reports audits on the system audits closed (SSRS) report.
• Maintains files, updates the computer database system, and pulls scheduled monthly reports of work activities for management review.

• Maintains and schedules education initiatives and Retailer Responsibility (REAP) classes that are taught by audit staff.
• May assist with educational events at schools, industry groups, and the public.
• Processes Ad Valorem Tax requests for the collection of city and county delinquent tax notifications received from headquarters. Schedules case settlements for license/permit holders who did not pay the outstanding taxes within the specified time‑period (21 days).
• Performs other work activities as assigned.

Education:

Graduation from a standard senior high school or equivalent.

Experience:

Three (3) years’ full‑time experience in clerical or administrative support work.

Applicable Substitutions:
Education and experience may be substituted for one another. Completion of thirty semester hours of college will substitute for one year of experience.

• 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 of general office practices and administrative procedures.

• 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…