DPS - THP - Administrative Assistant, THP

Position: DPS - THP - Administrative Assistant, THP - 0156
Job Description

THIS POSTING IS OPEN TO INTERNAL DPS EMPLOYEES ONLY.

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  lang=en

GENERAL DESCRIPTION: Perform highly complex senior-level) administrative support work for the Texas Highway Patrol. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Work 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.

(Use the "Apply for this Job" box below). Crosswalk/

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

ESSENTIAL DUTIES / RESPONSIBILITIES:

1. Answer and route phone calls, take messages, greet and direct visitors to the appropriate staff.

2. Maintain records on crash reports, firearms qualifications and list of district personnel.

3. Assist staff with correspondence, reports, logs, records, and other related documents.

4. Prepare and edit various reports, letters, memos and vouchers.

5. Process crash report sales, including collection of fees and bank deposits.

6. Arrange the purchasing of new uniforms and turning in of old uniforms.

7. Order and maintain inventory of office supplies.

8. Maintain case reports for staff, including jail receipts and property inventory.

9. Receive, sort and distribute incoming mail and packages.

10. Schedule meetings, events and activities.

11. May process open records requests and/or obtain statistical data.

12. May reconcile gasoline receipts; order and receive fuel; and submit reports.

13. May act as a Notary.

14. May be required to take deposits to bank.

15. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.

16. Perform other duties as assigned.

Qualifications:

GENERAL QUALIFICATIONS and REQUIREMENTS:

Education - High School Diploma/equivalent.

Experience - Minimum of three (3) years' experience performing general clerical work.

Substitution Note: 1 year education may be substituted for each year of experience required.

Licensure and/or Certification - If driving is required, must possess a valid driver license from state of residence.

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

Interpersonal Skills - Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers. Must demonstrate DPS' core values:
Integrity, Excellence, Accountability, and Teamwork.

Organizational and Prioritization Skills - Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.

Presentation/Communication Skills - Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.

Research and Comprehension - Must demonstrate ability to quickly and efficiently access relevant information, and be able to utilize and/or present research and conclusions in a clear and concise manner.

Analytical Reasoning/Attention to Detail - Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.

Technology (computers/hardware/software/operating systems)

- Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), and appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.

Confidentiality and Protected Information - Must demonstrate an ability to responsibly handle sensitive and confidential information and situations, and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.

Safety - Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

PHYSICAL and/or…