Administrative Assistant III – PREA Administrative Support

JOB SUMMARY

Performs complex 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 general supervision with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Participates in the planning and execution of program activities in the Prison Rape Elimination Act (PREA) Ombudsman Office; coordinates work with organizational units of the agency; and responds to requests for information regarding rules, regulations, policies, and procedures.

B. Performs data entry and retrieval of records, lists, and statistical information; reviews statistical reports for accuracy and initiates procedures to resolve deficiencies; and compiles and enters data, makes calculations, and prepares charts, graphs, databases, summaries, and reports.

C. Prepares, edits, and distributes correspondence, reports, studies, forms, and other documents; prepares and disseminates information concerning programs and procedures; and maintains filing, record keeping, and records management systems.

D. Processes incoming and outgoing telephone calls; schedules appointments; and assists in coordinating meetings, conferences, and seminars.

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

MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Bachelor’s degree 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). Major course work in Business Administration, Criminal Justice, Public Administration, or a related field preferred. Each year of experience as described below in excess of the required one year may be substituted for thirty semester hours from an accredited college or university on a year-for-year basis.

2. One year full-time, wage-earning clerical, secretarial, administrative support, technical program support, or criminal justice experience.

3. Experience in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred.

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 in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs.

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

11. Skill to interpret and translate Spanish to English and English to Spanish preferred.

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, 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.

Please note that applications submitted via handwritten forms, email, mail, or fax will not
be accepted. Your job application must be completely filled out and include all
employment, do not limit employment to the past 10-15 years. Your application must
contain complete job histories, which include job titles, name of employer, dates of
employment, and a description of duties performed. If any of this
information is not provided; your application may be rejected as incomplete.

Only candidates selected for an interview will be contacted.

• Outside applicants will be required to submit to pre-employment drug testing as a

condition of employment. *

Questions regarding this posting may be directed to:
Alexis Alford
PREA Ombudsman Office
[email protected]

Military Occupation Specialty Code

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.

Military Crosswalk Guide – Prepared by the State Auditor’s Office

Texas State Auditor’s Office – Job Descriptions

The State of Texas is an Equal Opportunity Employer and does not discriminate on the
basis of race, color, national origin, sex, religion, age or disability in employment or the
provision of services. You may make copies of this application and enter different
position titles, but each copy must be signed. Resumes will not be accepted in lieu of
applications, unless specifically stated in the job vacancy notice.