Administrative Assistant II

I. JOB SUMMARY 

Performs routine administrative support work. Work involves providing administrative support including disseminating information; assisting with maintaining filing systems; and preparing and editing reports and documents. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. 

II. ESSENTIAL FUNCTIONS 

A. Prepares and disseminates information regarding agency programs and services; answers phones and responds to request for information regarding rules, regulations, policies, and procedures; and assists in the development of administrative and technical assistance policies and procedures. 

B. Prepares, edits, and distributes correspondence, reports, studies, forms, and other documents; performs complex typing; and maintains filing and record keeping systems. 

C. Assists in planning meetings and conferences; assists in compiling administrative summaries of staff reports and recommendations for review; and assists in researching, composing, designing, and editing agency publications to include brochures, forms, manuals, and charts. 

D. Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access. 

* Performs a variety of marginal duties not listed, to be determined and assigned as needed.

III. MINIMUM QUALIFICATIONS 

A. Education, Experience, and Training 

1. Graduation from an accredited senior high school or equivalent or GED. 

2. Six months full-time, wage-earning customer service, clerical, secretarial, administrative support, or technical program support experience. Fifteen semester hours from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE) may be substituted for each six months of experience. 

3. Parole, parole process, probation, or case processing experience preferred. 

* Must have or be able to obtain a certificate of course completion for the Texas Law Enforcement Telecommunications System (TLETS) policy and procedures training from the Texas Department of Public Safety within six months of employment date. Must meet and maintain TLETS access eligibility for continued employment in position. 

For details see: Basic Eligibility Criteria for TLETS Access

B. Knowledge and Skills 

1. Knowledge of office practices and procedures. 

2. Knowledge of business terminology, spelling, punctuation, and grammar. 

3. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred. 

4. Skill to communicate ideas and instructions clearly and concisely. 

5. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public. 

6. Skill to interpret and apply rules, regulations, policies, and procedures. 

7. Skill in problem-solving techniques. 

8. Skill in the use of computers and related equipment in a stand-alone or local area network environment. 

9. Skill to prepare and maintain accurate records, files, and reports. 

10. Skill in the electronic transmission of communications. 

11. Skill to type 45 words per minute (with no more than 10 errors) preferred. 

IV. ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION 

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment. 

B. Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane. 

C. Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.