DPS - IOD - Administrative Assistant, VESS - 0156 - Austin, United States - State of Texas

Description

GENERAL DESCRIPTION:

Performs highly complex (senior-level) administrative support work for Victim and Employee Support Services (VESS) management, staff, collaterals, volunteers, and statewide offices.

Work includes purchasing, budget and contract monitoring, and data collection. Work under limited supervision with moderate latitude in the use of initiative and independent judgement. 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.


ESSENTIAL DUTIES / RESPONSIBILITIES:
1. Maintains budgetary information for monthly and annual budget reports, including tracking allocations and expenses for grant budgets. 2. Compiles and maintains program and grant data.3. Performs purchasing duties and works closely with agency Finance-Grants, Procurement offices, and outside vendors to avoid or resolve issues. 4. Provides advanced administrative support, including confidential documents to the VESS Director, professional staff, collaterals, volunteers, and statewide offices. 5.

Receives and responds to various inquiries, phone calls, route incoming calls, takes messages, greets and directs visitors to the appropriate staff.6.

Coordinates psychological evaluation schedules.7. Serves as contract monitor for VESS zero dollar and purchasing contracts.8. Interprets, evaluates, monitors, and reviews information concerning VESS programs, administrative functions, and procedures, and makes recommendations as appropriate. 9. Prepares logs and coordinate responses to requests for information under the Open Records Act.10. Performs inventory control and assessment management duties. 11. Attends work regularly and observes approved work hours in accordance with agency leave and attendance policies.12. Perform other duties as assigned.


Qualifications GENERAL QUALIFICATIONS and REQUIREMENTS:
Education – Graduation from a standard High School or equivalent. Experience – Minimum of four years' experience performing progressively complex secretarial or administrative work.

Must possess a working knowledge of format, style, and standards for correspondence, reports, forms, memoranda, and of hard copy filing and retrieval systems.

Experience in compiling statistical data for reports, charts and graphs. Ability to input grant data, assist in grant writing, and track grants. Licensure and/or Certification – If driving is required, must possess a valid driver license from state of residence.

Regulatory knowledge – Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.

Interpersonal Skills – Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers.

Organizational and Prioritization Skills – Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.

Presentation/Communication Skills – Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.

Research and Comprehension – Must demonstrate ability to quickly and efficiently access relevant information, and be able to utilize and/or present research and conclusions in a clear and concise manner.

Analytical Reasoning/Attention to Detail – Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.

Technology (computers/hardware/software/operating systems) – Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.

Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Confidentiality and Protected Information – Must demonstrate an ability to responsibly handle sensitive and confidential information and situations, and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.

Safety – Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

Travel and/or Schedule – Availability for after-hour and weekend work is required.


PHYSICAL and/or ENVIRONMENTAL DEMANDS:

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.· Environment: Office· Ambulatory skills, e.g.

stand, walk, sit;· Hand-eye coordination and arm/hand/finger dexterity;· Ability to speak, hear, and exercise visual acuity;· Ability to transfer weights of 10 pounds anticipated for this position;· Driving requirements: Occasional (10%).