Administrative Assistant

4 weeks ago

Brownwood, United States TEXAS JUVENILE JUSTICE DEPARTMENT Full time
Job Summary

We are seeking a highly skilled and detail-oriented Clerical Specialist to join our team at the Texas Juvenile Justice Department. As a key member of our administrative staff, you will be responsible for providing exceptional support to our employees and the public.

Key Responsibilities
  • Perform complex clerical work in areas such as bookkeeping, inventory control, statistics, employment, human resources, purchasing, mail processing, or accounting.
  • Compile and tabulate data, enter data into automated systems, check documents for accuracy, transport documents and/or stock and inventory, maintain files, and assist staff and the public in completing forms/documents.
  • Train others and work under general supervision with limited latitude for the use of initiative and independent judgment.
  • May be required to work in excess of 40 hours per work week.
Essential Functions
  • Answer and route incoming phone calls, take messages, greet and direct visitors to the appropriate staff.
  • Coordinate and schedule appointments as needed.
  • Prepare, review, and proof correspondence, reports, purchase/work orders, summaries, manuals, brochures, vouchers, journals, records, and other related forms.
  • Review completed forms for signatures and proper entries.
  • Answer inquiries regarding policies and procedures, assist the public and staff in filling out forms, and provide information to the public by mail or phone.
  • Maintain files, materials, reports, and supplies.
  • Open and distribute incoming mail, prepare mail-outs, process outgoing mail, and maintain records on postage, registered mail, and packages.
  • Perform data entry, editing, maintenance, verification, retrieval, and inquiry/searches.
  • Collect, monitor, and maintain informational/statistical data in manual or automated systems.
  • Track and monitor requests, requisitions, work orders, etc., and take appropriate follow-up action.
  • May arrange scheduling, transfer, and display of surplus property.
  • May pick up and deliver documents, supplies, equipment, or materials.
  • May assist in conducting physical inventory of stock, supplies, equipment, and/or fixed assets.
  • Report any presence or perception of racial, ethnic, and gender disparities.
  • Perform a variety of related duties not listed, to be determined and assigned as needed.
  • Perform all duties in compliance with agency safety policies and procedures.
Qualifications

Experience in secretarial, clerical, or general office work in a field relevant to the assignment.

This position is subject to mandatory pre-employment drug testing and any offer of employment is contingent upon acceptable results from a drug screen conducted for the agency.

Physical Demands and Working Conditions

The following physical demands and working conditions are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

  • Analyzing
  • Ability to communicate effectively, orally and in writing
  • Ability to see
  • Ability to hear (with or without aid)
  • Heavy lifting, up to 25 lbs.
  • Heavy carrying, up to 25 lbs.
  • Pulling
  • Pushing
  • Standing
  • Sitting
  • Repeated bending
  • Identify colors
  • Depth perception
  • Operate motor equipment
  • Reaching above shoulder
  • Manual/finger dexterity
  • Dual simultaneous grasping
  • Alphabetizing
Knowledge, Skills, and Abilities

Knowledge of:

  • Office procedures
  • Or ability to acquire knowledge of state/agency administrative, financial, purchasing, or warehousing policies and procedures
  • Spelling, punctuation, grammar, and arithmetic
  • Business or program terminology, methods, and procedures
  • Records management techniques and procedures

Skill in:

  • Use of a personal computer, applicable software, and other standard office equipment
  • Answering phones and greeting visitors

Ability to:

  • Prepare and maintain records, files, and reports
  • Transfer stock, supplies, and/or equipment from one location to another
  • Make arithmetic computations
  • Perform data entry functions
  • Type with appropriate speed and accuracy for assignments
  • Maintain strict confidentiality with sensitive material
  • Prioritize and manage multiple tasks
  • Plan, organize, and coordinate work assignments and meet deadlines
  • Identify errors and initiate resolution
  • Understand and follow complex written and oral instructions
  • Communicate effectively, both orally and in writing
  • Establish and maintain effective working relationships with others
  • Work in a high stress environment and readily adapt to change
  • Compose, prepare, and proofread correspondence, documents, forms, reports, and manuals
  • Train others
  • Work in excess of 40 hours per work week
Benefits

Benefits include: Retirement plan, paid group health & life insurance for employee, paid holidays, paid vacation leave, paid sick leave, longevity pay, educational assistance program, employee assistance program. Optional add-on benefits include: Dental, Vision, Optional Life Insurance, Voluntary AD&D Insurance, Dependent Health & Life insurance, Health & Dependent care flexible spending accounts, etc. Additionally, certain designated positions are eligible for hazardous duty pay, career ladder advancements, and free meals while on duty.

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