Administrative Assistant III

2 days ago


Beaumont, Texas, United States Texas Department of Aging & Disability Services Full time
Job Description:

The Texas Department of Aging & Disability Services seeks a highly qualified candidate to fill the Administrative Assistant position within the Child Care Regulation program. This position provides administrative support to Child Care Regulation inspectors and unit supervisors, handling sensitive and confidential information.


Key Responsibilities:
  • Process mail and maintain a record management system for hard-copy files.
  • Enter and compile data, and maintain program communication via telephone calls, emails, and face-to-face interactions with staff and the general public.
  • Coordinate the purchase, receipt, maintenance, and distribution of office equipment, furniture, and supplies.
  • Manage the data entry of applications for childcare licenses, review and process registered childcare home applications, and provide case management of listed family homes under the jurisdiction of Child Care Regulation.
  • Perform data entry into the Child Care Licensing automated system (CLASS) and other electronic systems.
  • Maintain broad knowledge of program functions and requirements to provide program and agency information and/or make referrals to other community resources when triaging calls to agency offices.
  • Professionally handle all incoming telephone calls and greet visitors.
  • Work cooperatively with other building employees to provide rotating, back-up support for switchboard coverage.
  • Transcribe meeting notes and create other documents to support the work of Child Care Regulation.
  • Coordinate and schedule meetings and conferences using an automated system.
  • Process personal and unit travel.

Requirements:
  • Knowledge of office practices and administrative procedures.
  • Ability to establish and maintain effective working relationships, both internally and externally.
  • Effective verbal and written communication skills.
  • Ability to work in an office supporting several staff members.
  • Ability to work independently in a fast-paced environment.
  • Ability to understand written and verbal instructions.
  • Ability to interact with all levels of staff.
  • Ability to research and analyze data from different sources.
  • Ability to effectively handle and prioritize multiple assignments in a dynamic environment.
  • Ability to maintain confidential information.
  • Ability to operate office equipment, including computers, phones, fax machines, copiers, scanners, and printers.
  • Ability to operate word processing software, such as Outlook, Excel, Word, and other computer applications.

Working Conditions:

This position requires regular attendance and adherence to agency leave policy.



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