Audit Administrative Assistant

Texas-Alcoholic-Beverage-Commission; Arlington (TX); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Texas Alcoholic Beverage Commission is seeking an Administrative Assistant to support the Audit and Investigations Division. Responsibilities include coordinating investigations, maintaining filing systems, and preparing reports, with guidance under general supervision.

The role involves office management tasks, data entry, and assisting with education initiatives. A minimum of a high school diploma and 3 years of clerical experience are required; transcripts may be requested.

Qualifications

• Three (3) years' full-time experience in clerical or administrative support work.
• Graduation from a standard senior high school or equivalent.
• Transcripts may be required to qualify; completed transcripts are mandatory if education is used to meet minimum qualifications.

Responsibilities

• Provides administrative support and technical assistance to staff for investigations.
• General Office Management duties including filing, scheduling, mail, and supplies.
• Maintenance of auditing files for food and beverage, local distributor, excise tax, and private club audits.
• Education and other work activities including scheduling REAP classes and assisting with educational events.

Skills

Microsoft Office

Communication

Data entry

Office equipment

Telephone etiquette

Education

High school diploma

Tools

ARTS

SSRS

Job description

Job Summary

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.

Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Audit and Investigations Division. 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 moderate latitude for the use of initiative and independent judgment.

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 duty sections.

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.

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

Important Notes

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 duty sections.