Administrative Asst III

Under the general supervision of the Civil Rights Manager (Grand Prairie) or designee, performs complex administrative and technical assistance for the Civil Rights Office (CRO). Disseminates information, assists with managing filing systems, prepares and edits reports and documents, provides guidance to customers and CRO staff as needed and conducts administrative support work for the CRO. Schedules meetings and trainings. Responds to inquiries and interprets policies and procedures and may assist in the development of CRO policies and procedures. Maintains adequate level of supplies, processes mail, receives, records and forward incoming calls, greets customers and general responsibility for the front entrance area. Work is performed under general supervision with some moderate latitude for the use of initiative and independent judgment. Attends work on a regular, timely and consistent basis. Strong organizational and attention to detail skills. Performs other duties as assigned.

Essential Job Functions:
Essential Job Functions:
EJF 1. Provides administrative support to the CRO. Performs complex
typing/word processing in preparing routine and special correspondence, reports, forms and other
documents as assigned by management (to include complaints, charges, client letters, etc.). Assists
with proofreading and editing of correspondence, technical documents and training materials.
Prepares, edits, and distributes correspondence, reports, studies, forms and documents. Assists in
compiling and analyzing data, making calculations, and preparing reports. Receives calls, visitors, and
processes mail. Provides customers with the highest level of customer service. Refers customers to
appropriate staff members and takes detailed messages for staff members to respond to in a timely
manner. Prepares a monthly phone log report for management review. Coordinates travel
arrangements for CRO staff. Completes and processes travel vouchers. (50%)
EJF 2. Maintains technical assistance, work schedules, reports and case files. Develops, coordinates, and maintains record keeping and filing systems. Gathers information, completes and sends out accurate weekly schedules within timeframes designated by management. Retrieves overnight messages from voicemail and forwards to appropriate staff and/or handles as directed by management. Organizes and updates files as necessary. Assists in data entry of case information when necessary. May research, compose, design, or edit agency publications such as CRO manuals, forms, professional publications and other documents. After consulting with management, responds to inquiries regarding rules, regulations, policies, and procedures. (20%)
EJF 3. Secures files and maintains supplies and equipment. Keeps work area clean, neat and well organized. Keeps confidential mail and other documents put away. Fills printer/copier with paper as needed and contacts necessary person to order supplies and assure it is functioning properly. Keeps supply cabinets organized and stocked with necessary supplies. Maintains shredder and orders supplies as needed. Coordinates
with CRO Managers and Administrative Assistant IV to order equipment and supplies. (15%).
EJF 4. Coordinates incoming and outgoing documentation. Mails letters, packages and program information for staff. Responsible for faxing documents for CRO staff. Receives, logs and distributes fax documents as appropriate. Tracks and distributes incoming mail. (10%).
EJF 5. Assists in planning, scheduling, and coordinating meetings, conferences, and telephone conference calls.
Coordinates reserving conference rooms, notifying meeting participants, connecting callers by phone,
taking and transcribing minutes and disseminating minutes to all attendees. Performs other duties as assigned. (5%)

Knowledge Skills Abilities:
Knowledge of agency policies and administrative procedures related to office management, planning, fiscal methods and human resources administration. Knowledge of office practices and use of various types of office machines. Skill in using standard personal computer and computer software programs including word processing, spreadsheet, email, calendaring, organization software, and presentation software as evidenced by formal course work, training and/or previous work experience. Skill in composing logical, clear and concise correspondence using appropriate grammar and punctuation and applying a thorough knowledge of business letter writing. Skill in data entry, proofreading, verbal and written communication, and organization. Skill in maintaining and organizing large amounts of data with precision. Ability to work independently with little direct supervision. Ability to manage, organize and prioritize multiple tasks. Ability to handle confidential and sensitive information with tact and discretion. Ability to deal with the public and other personnel in person and/or on the phone with a high level of customer service. Ability to keep confidential records and prepare accurate reports from various sources, handle multiple tasks simultaneously and handle interruptions.

Registration or Licensure Requirements:
N/A

Initial Selection Criteria:
Graduation from an accredited high school or GED. Experience working with
highly confidential records and information. Experience in providing assistance to customers. Experience using computer and computer software programs such as Microsoft (MS) Word, MS Outlook, MS Excel, MS PowerPoint, etc.

Three years’ experience as an administrative assistant.

Additional Information:
Candidates called for an interview may also be required to complete an in-basket exercise.

MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx

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