Administrative Assistant IV – Open Records Coordinator – Parole Division – Austin (717144)

JOB SUMMARY

Performs highly complex administrative support work. Work involves providing and coordinating
administrative support including disseminating information; developing filing systems; and preparing
and editing reports and documents and provide guidance to others. Works under limited supervision
with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Performs advanced technical assistance work for an agency program; develops administrative
and technical assistance policies and procedures; assists in researching technical and policy
issues; and participates in the implementation of program planning.

B. Prepares, interprets, and disseminates information concerning agency programs and
procedures; compiles and prepares statistical information and documents; and coordinates the
preparation, editing, and distribution of correspondence, reports, studies, forms, and documents.

C. Coordinates and monitors the tracking of open records requests, restitutions, and fee affidavits;
and develops and maintains records, filing systems, and program databases.

D. Coordinates work with organizational units of the agency; provides liaison with local, state, and
federal agencies and the public; and responds to inquiries regarding technical program and
administrative regulations, policies, and procedures.

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

F. Provides training and technical assistance to support staff.

MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

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

2. Three years full-time, wage-earning customer service, clerical, administrative support,
technical program support, and criminal justice 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. Computer operations experience preferred.

Knowledge and Skills

1. Knowledge of office practices and procedures.

2. Knowledge of applicable state and federal laws, rules, regulations, and statutes preferred.

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

4. Knowledge of open records policies and procedures preferred.

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

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

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

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

9. Skill to prepare and maintain complex records and files in an automated system.

10. Skill in problem-solving techniques.

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

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

13. Skill to train employees.

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.

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, supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

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:

Sharon Bayliff
Human Resources Headquarters
2 Financial Plaza, STE 600
Huntsville, TX 77340
PH (936) 437-4229
EMAIL [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.