Audit Administrative Assistant

Texas Alcoholic Beverage Commission; Arlington (TX); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Texas Alcoholic Beverage Commission seeks a detail-oriented administrative assistant to provide critical support to investigators and auditors. The position blends predictable office duties with investigation-related administrative tasks, including filing, scheduling, mail handling, and data entry into ARTS, SSRS, and other systems.

Responsibilities include reviewing incidents, preparing settlement narratives for seven or more incidents, coordinating with permit holders, maintaining calendars

Qualifications

• Graduation from a standard senior high school or equivalent is required.
• Three (3) years' full-time experience in clerical or administrative support work.
• Education and experience may be substituted for one another (thirty semester hours substitute for one year).
• Applicants should clearly describe in detail how they meet the minimum qualifications for the position in the work experience duty sections.

Responsibilities

• Assists with review, assignment, and follow up on investigation activities involving complaints, inspections, and investigations.
• Reviews CCL incidents reports bi-monthly and assigns investigations to staff.
• Assembles case settlement documents and schedules settlement dates with permit/license holders.
• Verifies documents to Audit for bank freezes or errors and determines validity of violations.
• Verifies and data enters letters into ARTS to remove violations from accounts.

Skills

Office software

Professional communication

Data entry

Multi-tasking

Education

High school diploma

Tools

Microsoft Office

Adobe Acrobat

Job description

This posting is continuous until filled.

Legible copy of transcript(s) showing related degree and accounting hours, and/or proof of course enrollment MUST accompany application for employment consideration.

If needed to qualify in place of experience, and transcripts are not attached, your application will automatically fail.

30% Provides administrative support and technical assistance to staff for investigations:

• Assists with the review, assignment, and follows up with staff on investigation activities involving complaints, various types of inspections, and complaint-based investigations.
• Reviews Cash/Credit law (CCL) incidents report bi-monthly, assigns CCL investigations to staff and assists with monitoring resulting administrative cases assigned.
• Assembles case settlement documents to include the 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 computer system (ARTS) so that violation is removed from the permit or license holder's account.

30% General Office Management Duties:

• Provides administrative support associated with maintaining the office (filing, phone, mail, counter traffic, scheduling, & postage log if applicable)
• Answers routine general questions related to licensing, code, rules, and marketing practices issues.
• Maintains a level of office supplies for the division to include submission of orders that are needed and completion of 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 and 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.

25% Maintenance of Auditing files to include food and beverage, local distributor, excise tax, and private club audits:

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

15% Education and Other Work Activities:

• 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. Schedule 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.

MINIMUM QUALIFICATIONS:

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.)

If needed to qualify in place of experience, and transcripts are not attached, your application will automatically fail.

Applicants should clearly describe in detail on their applications, how they meet the minimum qualifications for the position, in the work experience dutysections.

Knowledge

Knowledge of general office practices and administrative procedures.

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 multi-task and meet deadlines.

Ability to deal 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:

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.

NOTE: All new administrative assistants may be required to attend the New Auditor Academy or other mandatory trainings, either in person or remotely. These trainings may involve overnight travel to another regional area or office within the state. Scheduling for the New Auditor Academy is dependent on availability.

OTHER INFORMATION:

TRAVEL: 10%

REPORTS TO: Regional Manager

STATE SALARY GROUP: A13

Is this position eligible to telework? Yes.

Is finger printing required as part of the background check? Yes

Military Information:

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

The Alcoholic Beverage Commission adheres to the Military 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. 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.

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. 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 will not be considered.

The Immigration Reform and Control Act of 1986 require 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

ANY NEEDED TRANSCRIPTS ***MUST*** BE ATTACHED.

If needed to qualify in place of experience, and transcripts are not attached, your application will automatically fail.

Applicants should clearly describe in detail on their applications, how they meet the minimum qualifications for the position, in the work experience dutysections.

A RESUME CANNOT BE SUBMITTED IN PLACE OF A TEXAS STATE APPLICATION.