Administrative Assistant III (Administrative Assistant) McAllen, TX

Texas Alcoholic Beverage Commission; McAllen (TX); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Texas Alcoholic Beverage Commission is seeking an Administrative Support professional for the Licensing department. The role involves coordinating regulatory operations, handling travel arrangements, maintaining records, and preparing reports in a busy office environment.

The successful candidate will have 3 years of clerical experience, a high school diploma or equivalent, and strong skills in Microsoft Office, data entry, and communication.

Qualifications

• Three (3) years' full-time experience in clerical or administrative support work.
• Education may be substituted for experience on a year-for-year basis.
• Must maintain confidentiality and handle sensitive information.

Responsibilities

• Provide administrative and technical support to regional Licensing personnel.
• Review and process information to ensure data integrity.
• Manage and schedule travel arrangements for Licensing staff.
• Maintain calendars, deadlines, and time-sensitive issues; inform management of approaching deadlines.
• Maintain agency records including applications and event requests; provide customer service to internal and external customers.
• Create and maintain spreadsheets, databases, and reports.

Skills

Microsoft Office

Data entry

Communication

Organizational skills

Time management

Recordkeeping

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Adobe Acrobat

Job description

GENERAL DESCRIPTION:

Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Licensing department. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with limited latitude for the use of initiative and independent judgment.

NOTE:

Must complete Licensing Department’s annual in-service training in-person and any other training the Department Director deems mandatory as per the agency’s policies, procedures, guidelines, and regulations.

Any mandatory training that occurs outside of the designated duty station will involve travel, which may include overnight stays.

ESSENTIAL JOB FUNCTIONS (EJFs):

40%

Provides administrative and technical support to regional management and other Licensing personnel.

• Reviews and records essential information to ensure data integrity and confidentiality.
• Prepares, edits, and distributes information, correspondence, reports, studies, forms, and documents.
• Manages and schedules travel arrangements for regional Licensing personnel.
• Maintains calendar of time sensitive issues, meetings, deadlines, and notifies management of appointments and approaching deadlines.
• Maintains agency records to include in-office appointments, applications, and temporary event requests.
• Provides customer service to both internal and external customers.

30%

General office management duties.

• Provides administrative support associated with maintaining the office.
• Maintains a level of office supplies for the region to include submission of orders and completion of regional purchase requests, requisitions, and receiving reports.
• Maintains and reports record retention files, as needed.
• Ensures all information received for Licensing is date stamped, tracked, and distributed to the appropriate licensing personnel.
• May work with the inventory custodian to ensure all Licensing equipment is accounted for.
• May answer Licensing inquiries, conduct research, and explain rules, regulations, policies, and procedures.

20%

Creates and maintains spreadsheets, databases, and reports.

• May establish and maintain record-keeping systems.
• Reviews and proofreads documents and forms for accuracy and completeness.
• Maintains files and updates to the agency’s database systems for work activities pertaining to licensing tasks.

10%

Education, Training and Other Work Activities.

• Completes all annual training assignments and attends licensing-related and other occupational training as required.
• Must maintain all Licensing related certifications.
• May prepare and compile presentation and training materials.
• May assist with coordination of agency-hosted training sessions.
• Performs related work as assigned.

MINIMUM QUALIFICATIONS:

Education: Graduation from a standard senior high school or equivalent and

Experience: Three (3) years' full-time experience in clerical or administrative support work.

Applicable Substitutions: Experience and education may be substituted for one another on a year-for-year basis.

Preferred Qualifications: N/A

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge

• Knowledge of general office practices and administrative procedures.
• Knowledge of business terminology, spelling, punctuation, and grammar.

Skills

• 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 exhibiting polite and professional communication via phone, e-mail, in person and mail.

Abilities

• Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
• Ability to analyze and solve work related problems.
• Ability to work independently, perform as a self-starter and meet critical deadlines.
• Ability to follow instructions and communicate effectively both orally and in writing.
• Ability to maintain confidential and sensitive information.
• Ability to maintain files and records.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to collaborate with the agency employees and the public in a professional manner.

REGISTRATION, CERTIFICATION OR LICENSURE:

• Possess a valid Texas driver’s license, if applicable
• Additional certifications may be required to be registered, certified, or licensed in a specialty area.

PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:

This position functions in a standard office environment. Must be able to move around the office to access filing cabinets, office equipment and move up to 20 pounds. Must be able to communicate and exchange information via phone, computer, in person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines.

This position is expected to work in the office but may be eligible for situational or hybrid telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours.

MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE:

Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply:

For more information see the Texas State Auditor’s Military Crosswalk at

https://hr.sao.texas.gov/CompensationSystem/JobDescriptions

Supplemental Information

• The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the?Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1,2009,are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge.
• The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safety in accordance with applicable standards on all finalists for this position.
• More than one position may be filled from this posting.
• Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered.
• The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization; For more information, see: https://www.e-verify.gov/about-e-verify/what-is-e-verify
• Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. The Texas Alcoholic Beverage Commission adheres to the Veteran's Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code