What are the responsibilities and job description for the TDA - Region 3 - Administrative Assistant (60220) (Internal) position at Texas Department of Agriculture?
ADMINISTRATIVE ASSISTANT
(Internal Posting – Open to Current TDA Employees Only – 5 Day Posting)
Salary Information: A12, $3500-$3750.00/MO. / A13, $4,050 .00/MO.
State Classification: 0152/0154 – Administrative Assistant II/III
FLSA Status: Nonexempt
Posting Number: 25-60220-1
HOW TO APPLY
Apply online via CAPPS. Applicants applying in WIT must complete the supplemental questions to be considered for the position. To complete the supplemental questions, go to CAPPS Recruit.
WHO ARE WE
The Texas Department of Agriculture’s key objectives are to promote production agriculture, consumer protection, economic development and healthy living.
WHAT YOU’LL DO
The Administrative Assistant will provide a variety of routine to complex administrative support for the regional director, office administrator, other regional managers and inspectors in the Gulf Coast Regional Office of the Texas Department of Agriculture (TDA). You will work under moderate/general supervision with limited/moderate latitude for the use of initiative and independent judgment.
PRIMARY RESPONSIBILITIES
Track regional fleet to include vehicle transfers, updating fleet system, and monthly reconciliation of mileage reports, receipts, exception report and fuel report.
Enter complaints/requests for inspections into the agency database and forward inspection paperwork to inspectors as assigned by Assistant Regional Directors; follow up as necessary.
Perform internal administrative support functions such as data entry and providing customer service to internal/external customers.
Open accounts and review records for license holders into the Bringing Resource Integration & Data Together for Greater Efficiency (BRIDGE) database system, Performing Inspections, Enforcement and Recruitment (PIER) and generate reports using Pentaho.
Record and process all monies received, including ledger activities and transmittals and forward required paperwork to Austin.
Process and distribute incoming and outgoing mail for regional staff. Assist with charting postage meter machine charges and the paid reply mail account.
Make travel arrangements and assist with tracking and monitoring travel advances and reimbursements for regional staff.
Respond to routine inquiries and complaints received from constituents regarding agency programs, answer questions, send appropriate information or refer to the appropriate personnel.
Prepare purchase requisitions and verify vendor status with the state and route for approval via CAMPS.
Follow all TDA policies and procedures.
Perform other duties as assigned.
In addition to the Primary Responsibilities listed above, the following apply to the Administrative Assistant III position:
Analyze license information in BRIDGE and submit data corrections to Licensing to provide quality assurance of account records.
Develop, coordinate and maintain record keeping systems for physical and electronic files according to the Agency Records Management Policy.
Maintain consumable supplies to ensure adequate inventory and prepare an annual inventory as required.
Bachelor’s Degree.
Work experience performing administrative support duties.
Substitution: A high school diploma and a minimum of two years’ work experience in office practices and administrative procedures may substitute for a degree.
Bachelor’s Degree.
Three (3) years’ work experience performing administrative support duties.
Substitution: A high school diploma and a minimum of two years’ work experience in office practices and administrative procedures may substitute for a degree.
PREFERRED QUALIFICATIONS
Experience working for a state agency.
Bilingual speaking ability in English and Spanish.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software; in providing excellent customer service for both internal and external customers; and in typing and data entry.
Ability to implement administrative procedures; to multi-task in a fast-paced environment; to communicate effectively; to provide guidance to others; to deal effectively with the public; to exercise sound judgment and discretion; and to maintain the highest level of confidentiality.
PHYSICAL REQUIREMENTS & WORKING CONDITIONS
Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Must be able work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. Work involves extensive telephone usage and repetitive hand/wrist/finger motions while using the computer. May involve travel (up to 5%), occasionally overnight.
H-1B Visa Sponsorship
We are unable to sponsor or take over sponsorship of an employment Visa.
BENEFITS
The State of Texas offers a variety of benefits for you and your family that are comprehensive and, on average, make up about one-third of total compensation. Benefits include:
- A valid government-issued driver’s license, which is recognized by the Texas Department of Public Safety and in good standing, and an acceptable driving record are required. TDA will verify this information with the Texas Department of Public Safety. Applicants with a driver’s license not issued by the State of Texas should obtain and be prepared to provide a copy of their current driving record on or before their first day
Equal Employment Opportunity (EEO): TDA is an equal employment opportunity (EEO) employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, military status, or protected activity.
Reasonable Accommodations: If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview or an HR representative at 512-463-7423. Whenever possible, please give the hiring or HR representative sufficient time to consider and respond to your request.
TDA participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee's Form I-9 to confirm work authorization.
Military and Former Foster Child Employment Preference: TDA complies with the provisions of the veterans and former foster child employment preference acts. Please contact our Human Resources-Veterans Liaison at (512) 463-7454 for assistance.
Salary : $3,500 - $3,750
