Administrative Associate II

Job Title

Agency

Department

Proposed Minimum Salary

Job Location

Job Type

Job Description

The Administrative Associate II is responsible for providing administrative support to the Private Sector Program. This position will process customer requests, offer technical assistance and general information on student registration, data input, printing and processing certificates, preparing invoices, and processing payment and correction notices. Additionally, this position will prepare the office supplies and equipment and prepare the credit card statement for office supplies and equipment. This position will support purchasing functions as required, per agency guidelines and will provide assistance to the Program Director, Training Manager, Instructors and Technicians as needed. This position reports to the Senior Administrative Coordinator I.

Required Qualifications:

• High School Diploma or GED

• Two years' experience in general office/clerical experience, to include working with word processing and spreadsheet software applications

Required Licenses/Certifications:

• Valid Driver’s License

Preferred Qualifications:

• Associate's Degree from an accredited college or university

• Three or more years of administrative support experience

• One year working with student records

• Two years of customer service experience

Physical Requirements:

• Ability to regularly use/operate computer, keyboard, and telephone

• Ability to remain stationary for long periods of time

• Ability to communicate orally and in writing

• Physical conditioning consistent with moving and/or carrying office supplies up to 20 lbs.

• Ability to travel independently by vehicle to deliver and or pick up documents, mail, supplies

Knowledge, Skills, and Abilities:

• Ability to effectively communicate both orally and in writing

• Ability to positively and professionally interact with clients and staff

• Ability to handle a very busy and heavy work load

• Ability to multitask and work cooperatively with others

• Knowledge of word processing, spreadsheet, and database applications

• Effective planning and organizational skills with attention to details

• Ability to effectively communicate both orally and in writing

• Ability to orally comprehend and express information and use inductive and deductive reasoning

Equipment:

• Standard office equipment: computer, keyboard, multifunctional printer, telephone

Notifications:

• This position is security-sensitive.

• This position may require up to 5% travel to other TEEX locations.

• This position may require work beyond normal office hours and/or work on weekends.

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.

Essential Duties, Tasks, and Percentages:

Customer service and administrative support-75%:

• Answers phones for programs on a daily basis as needed

• Enrolls students in scheduled classes

• Assists with tracking purchase orders as needed

• Completes data entry of all student's registration upon receiving from the instructor

• Prepares student certificates and mail outs as necessary

• Orders office supplies and reconciles the pro card for the program

• Processes all student information to include (student registration, data input, print certificates, prepare invoices, process payment and correction notices)

• Researches and gathers data for special reports as required

Data management and support-15%:

• Tracks Letter of Agreements (LOA) process for the program

• Performs collection inquiries for all past due accounts

Office Support and Coordination-10%:

• Maintains office supplies and office equipment

• Maintains office reference materials including online office materials

• Assist the Private Sector Program with day-to-day support as required

Other Duties:

• Reports to work at a designated time (specified by Administrative Coordinator)

• Maintains an organized and clean work area

• Works required overtime as instructed by the Administrative Coordinator

• Participates in annual Professional Development

• Performs additional work duties as assigned

• As part of the TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.