DPS - THP - Administrative Assistant

Texas A&M International; Waco (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Texas Department of Public Safety—Texas Highway Patrol seeks an experienced administrative support specialist to perform complex clerical tasks and help maintain filing systems. The role requires strong MS Office skills, attention to detail and the ability to handle confidential information.

Responsibilities include greeting visitors, answering calls, processing reports, scheduling meetings and assisting with various documents.

Qualifications

• Education: High School Diploma/equivalent.
• Experience: Minimum of one year performing general clerical work.
• Ability to handle confidential information and adhere to regulations.

Responsibilities

• Answer and route phone calls, greet visitors and direct to staff.
• Maintain records on crash reports, firearms qualifications and district personnel.
• Assist staff with correspondence, reports, logs, records and related documents.
• Prepare and edit reports, letters, memos and vouchers.
• Process crash report sales, including fees and bank deposits.
• Order and maintain inventory of office supplies.
• Maintain case reports and jail receipts/property inventory.
• Receive, sort and distribute mail and packages.
• Schedule meetings, events and activities.
• May handle open records requests and/or statistical data.

Skills

Communication

Organization

Research and comprehension

Presentation/communication

Analytical reasoning

Education

High School Diploma

Tools

MS Office

Job description

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.

GENERAL DESCRIPTION:

Perform complex (journey-level) administrative support work for the Texas Highway Patrol. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Work under general supervision, with moderate latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

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.

GENERAL QUALIFICATIONS and REQUIREMENTS:

• Education - High School Diploma/equivalent.
• Experience - Minimum of one (1) year 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 ENVIRONMENTAL DEMANDS:

• Ambulatory skills, e.g. stand, walk, sit;
• Ability to speak, hear, and exercise visual acuity;
• Ability to transfer weights of thirty (30) pounds anticipated for this position;
• Driving requirements: Occasional, short trips 1-2x/month

Testing may be required for candidates to be considered to go before the oral interview board and will be notified via email provided on the application. Typing Test is required, but will not be used as a disqualifier.

A DPS employee who is selected for a position in the current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS. ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.