Field Secretary

3 days ago

Austin, Texas, United States TEXAS DEPARTMENT OF PUBLIC SAFETY Full time
Job Summary

We are seeking a highly organized and detail-oriented Field Secretary to join our team at the Texas Department of Public Safety. As a Field Secretary, you will provide administrative support to our Highway Patrol Service, ensuring the smooth operation of our daily activities.

Key Responsibilities
  • Process warrant dispositions, maintain recall warrant data banks, and update files on local active warrants.
  • Maintain records on accidents, firearm qualifications, and performance observations.
  • Check mobile phone records for approval and order postage distribution records.
  • Maintain a list of personnel by station and obtain statistical information as requested.
  • Generate and review car reports, travel vouchers, and other forms for accuracy and completeness.
  • Receive and respond to calls, inquiries, and mail, and prepare outgoing mail and order office supplies as needed.
  • Update office calendars, maintain employee time records, and update manuals.
  • Operate in other capacities, including the sale of accident reports and vehicle inspection certificates.
  • May act as a notary public for voluntary statements, complaints, depositions, etc.
  • Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
Requirements
  • High School Diploma or equivalent.
  • Minimum of two years' experience performing general office work, including experience operating a database.
  • Substitution note: 1 year of education may be substituted for each year of experience required.
  • May have a Notary Public certification or acquire one. If driving is required, must possess a valid driver's license from the state of residence.
  • Working knowledge of TXDPS, State, and Federal regulations, legislation, guidelines, policies, and procedures.
  • Proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g., CAPPS, SharePoint) and be able to learn new software/systems.
  • Ability to exercise poise, tact, diplomacy, and establish and maintain positive, working/professional relationships with internal/external customers.
  • Organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment.
  • Ability to construct and deliver clear, concise, and professional presentations and/or communications to a variety of audiences and/or individuals.
  • Ability to quickly and efficiently access relevant information and utilize and/or present research and conclusions in a clear and concise manner.
  • Ability to perform mathematical calculations, type accurately, examine data/information, discern variations/similarities, and be able to identify trends, relationships, and causal factors.
  • 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.
  • Ability to work in a safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and comply with safety standards and best practices.
Physical and Environmental Demands

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environment: Office
Ambulatory skills, e.g., stand, walk, sit;
Hand-eye coordination and arm/hand/finger dexterity;
Ability to speak, hear, and exercise visual acuity;
Ability to transfer weights of fifty (50) pounds anticipated for this position;
Driving requirements: Occasional (5%).

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