Administrative Assistant IV

  • Texas Dept. of Information Resources
  • 300 West 15th Street, Austin, TX, USA
  • Mar 13, 2019
Full time Administrative Administrative Assistant Secretary Admin-Clerical Government

Job Description

Job Posting:         

#00004588

Opened:               

03/08/19

Closes:  

03/22/19

Position Title:      

Administrative Assistant IV

Class/Group:

0156/A15

Military Occupation Specialty Code:

3A Support – Administration, 641X LDO-Administration, 0111 Administrative Specialist, 3A1X1 Administration

FLSA:     

Non-Exempt

Number of Vacancies:

1

Division/Section:

Chief Financial Office / Human Resources

Salary Range:

$2748.00 - $2916.67/ monthly

Duration:

​Regular

Hours Worked Weekly:     

​40

Shift:     

​Days

Travel:   

​None

Agency Address: 

300 W. 15th Street, Austin Tx 78701

Work Location:   

Same

Web site:

www.dir.texas.gov

Refer Inquiries to:              

​Human Resources

Telephone:

​(512) 463-5920 or (512) 475-4612

HOW TO APPLY:

  • Select “Apply Online” to apply for the job at https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en
  • You must create a CAPPS Career Section candidate profile or be logged in to apply
  • Update your profile and apply for the job by navigating through the pages and steps
  • Once ready, select “Submit” on the “Review and Submit” page.

Applicants must provide in depth information in the EXPERIENCE & CREDENTIALS section to demonstrate how they meet the position qualifications. Incomplete applications may result in disqualification.

Resumes may be uploaded as an attachment but are not accepted in lieu of the information required in the EXPERIENCE & CREDENTIALS section of the application. 

Interview Place/Time:

Candidates will be notified for appointments as determined by the selection committee.

Notice:

Section 651.005 of the Government Code requires males, ages 18 through 25 years, to provide proof of their Selective Service registration or proof of their exemption from the requirement as a condition of state employment.

EQUAL OPPORTUNITY EMPLOYER

The Department of Information Resources does not exclude anyone from consideration for recruitment, selection, appointment, training, promotion, retention, or any other personnel action, or deny any benefits or participation in programs or activities, which it sponsors on the grounds of race, color, national origin, sex, religion, age or disability.  Please call 512-463-5920 to request reasonable accommodations.

THE OPPORTUNITY

The Texas Department of Information Resources serves a wide spectrum of customers by providing technology leadership, solutions, and value to State of Texas government agencies, higher education, and local government entities of all sizes to facilitate the fulfillment of their core missions and by leveraging bulk buying power that enables eligible customers to buy IT products and services at aggressive discounts without the need for a lengthy procurement process. DIR is a fast-paced and collaborative environment with highly motivated and engaged employees dedicated to achieving the best value for the state.

This position performs advanced (senior-level) administrative support or technical program assistance work. Serves as primary receptionist for the agency and provides administrative support to the Human Resources Office. Position requires frequent contact with agency employees, contractors and the general public. Work involves coordinating the dissemination of information, developing and maintaining records systems, and coordinating administrative agency support. Works under limited supervision of the Human Resources Director with considerable latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

  • Performs receptionist duties for the agency including greeting and directing visitors and maintaining visitor logs; includes operating a telephone console and the use professional public contact skills to answer and refer calls and to respond to requests for general information
  • Utilizes the Ruckus Wireless system to establish Guest Net accounts for visitors that need internet access; provides login credentials and instructions on how to access the Guest Net
  • Provides administrative support to the Human Resources Department; includes preparing PowerPoint presentations and creating spreadsheets to track employee outcomes
  • Sorts and logs incoming faxes and packages and notifies staff of items received in the reception 
  • Maintains availability schedule for the agency's conference rooms, conference call phones and      projectors for all staff; reserves rooms and/or equipment as necessary
  • Facilitates criminal history background checks on potential new hires, contract workers and existing agency staff; uses the Criminal Justice Information Services (CJIS) Online system to coordinate required manager training and maintains listing of and information on managers approved to access CHRI; logs results of criminal history background checks using Salesforce.com  
  • Coordinates accurate preparation, editing, distribution and tracking of HR related correspondence, forms, and documents including mandatory training reminders, receipt of the Ethics Acknowledgements, and compensatory time expiration notifications
  • Assists HR staff in scheduling interviews, creating and emailing notification letters to applicants regarding their application / interview status and the agency application process; includes letters to applicants that have interviewed for agency positions  
  • Serves as Parking and Building Access Coordinator for the agency; handles requests from employees for parking and building access cards and handles key and lock control; tracks requests in a spreadsheet and provides monthly reports to HR Director
  • Provides HR administrative system support by entering of I-9 verification information on new employees into the E-Verify system and requesting driver records for new employees on a quarterly basis; Processes departmental requisitions using the Centralized Accounting and Payroll/Personnel System (CAPPS)
  • Coordinates general office duties such as handling routine maintenance calls, e.g., requests for light bulb replacement, air conditioning / heating problems, and other facility problems or repairs
  • Assists in facilitating leave administration using the Centralized Accounting, Payroll/Personnel System (CAPPS); may assist with leave accounting data entry for agency staff
  • Assists Human Resources staff with miscellaneous projects and administrative support as needed

EDUCATION

  • High School Graduate or General Education Degree (GED)                                                                        

EXPERIENCE & TRAINING REQUIRED

  • Four (4) years of experience performing receptionist or customer service-related duties, answering and routing calls using a multi-line, telephone system or other similarly related experience
  • Four (4) years of experience providing administrative support to division/departmental staff or experience performing administrative functions and the use of administrative procedures

 EXPERIENCE & TRAINING PREFERRED

  • Experience using automated leave accounting systems
  • Experience using the Uniform Statewide Personnel/Payroll System (USPS) OR CAPPS Leave Accounting Module
  • State of Texas administrative support experience

 KNOWLEDGE, SKILLS & ABILITIES

  • Working knowledge of modern office equipment and of practices, procedures and communications
  • Demonstrated ability to work on concurrent tasks while effectively organizing, prioritizing, and coordinating work assignments
  • Must be dependable and conscientious in maintaining attendance and work schedule in order to provide adequate coverage for the front desk and reception area
  • Must be a self-starter and be able to multi-task; includes determining on your own what needs to be done, and anticipating the needs of supervisor and departmental staff without waiting for instruction or work to be assigned
  • Ability to communicate effectively with co-workers, vendors, and other departments both verbally and in writing; in a clear and concise manner
  • Ability to take care of the customer’s needs while following agency procedures
  • Ability to exhibit a cheerful demeanor toward others
  • Ability to get along well with a variety of personalities and individuals
  • Ability to effectively interpret policies, procedures and regulations
  • Ability to exercise sound judgment and discretion in handling and maintaining security of confidential information
  • Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative
  • Ability to exercise courtesy, tact and diplomacy in all communications
  • Ability to stay focused and complete assigned tasks under stressful situations and with frequent interruptions
  • Ability to work a flexible schedule to meet required deadlines
  • Ability to act calmly under stress and work under pressure and exacting schedules to complete assigned tasks
  • Ability to establish and maintain effective and cordial working relationships at all organizational levels, including agency management, direct supervisors, co-workers, internal and external customers
  • Ability to understand, follow and convey brief oral and/or written instructions
  • Ability to work independently and as part of a team, and to support and contribute to a cohesive team environment
  • Ability to comply with all agency policies and applicable laws
  • Ability to comply with all applicable safety rules, regulations and standards

 COMPUTER SKILLS

  • Proficiency in the use of a personal computer and applicable software necessary to perform work assignments e.g. word processing, spreadsheets (Microsoft Office required)

 OTHER REQUIREMENTS

  • Regular and punctual attendance
  • Criminal background check

 WORK ENVIRONMENT

  • Work is performed in a busy, open office setting
  • Frequent use of a personal computer, copiers, printers and telephones
  • Frequent work under stress, as a team member, and in direct contact with others
  • Frequent standing, walking, sitting, listening and talking
  • Occasional bending and stooping
  • Occasional lifting and climbing

Occupations

Administrative Support, Reception-Switchboard, Front Desk-Reception

URL

Salary

$2453.25 to $2916.67 per month