DPS - CLD - Administrative Assistant - 0159

***This posting is open to current DPS employees only.***

***Testing is required for candidates to be considered to go before the oral interview board and will be notified via email provided on the application. Candidates must qualify on the DPS issued typing test with a minimum of 40 words per minute.***

PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. In order to complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. Go to CAPPS Recruit to Sign In https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en

GENERAL DESCRIPTION:   Performs highly advanced (senior-level) professional administrative work for a laboratory with 100 or more employees.  Work involves a wide variety of high-level administrative support including budgetary tracking, personnel related processes, compiling data for presentation or dissemination, and managing day-to-day activities of the laboratory.  May supervise the work of others.  Works under limited supervision with considerable latitude for the use of initiative and independent judgement.

The following Military Occupational Specialty codes are generally applicable to this position. 

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf 

Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

ESSENTIAL DUTIES / RESPONSIBILITIES:

1.    Oversee, review and/or prepare complex correspondence, memos, charts, reports, manuals, presentations, and spreadsheets; proofread to ensure accuracy and completeness and route to appropriate parties for signature, approval, or other action. 

2.    Collaborate with laboratory leadership to review budget status and projections; monitor travel expenditures and requests for the laboratory.

3.    Establish and maintain a variety of computer-based files and data sets to ensure ready retrieval of a wide variety of data/information as needed.

4.    Serve as a Recruit Coordinator and Super User; assist staff with personnel and timekeeping issues, following Department, state, and federal requirements.

5.    May prepare, process and track purchase orders through the Department's procurement system; submit work order requests.

6.    Plan and assist with the coordination of personnel-related processes.

7.    Monitor Interlocal Cooperation Contract (ICC) requirements to maintain contractual compliance; analyze spending levels to ensure expenditure of funds.

8.    May manage and maintain schedules for supervisors and may coordinate meetings and schedule conference rooms.

9.    Perform periodic audits of timekeeping entries to verify state and federal timekeeping rules and regulations are followed.

10.    Assist with asset approvals, surplus requests and annual asset inventory.

11.    Maintain local guidance documents and practices to ensure efficient office practices and admin procedures.

12.    Assist with general laboratory email and phone correspondence, respond and/or route accordingly.

13.    Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.

14.    Perform other duties as assigned.

GENERAL QUALIFICATIONS and REQUIREMENTS:

Education – High School Diploma/equivalent is required.

Experience – Minimum of five (5) years' of progressively complex work experience performing office management, business administration or personnel administration / staff support.

Substitution Note: Additional work experience of the type described or other related education may be substituted for one another on a year-for-year basis. 

Licensure and/or Certification – If driving is required, must possess a valid driver license from state of residence. Active appointment as a Notary Public for the State of Texas preferred, or the ability to be appointed within 1 year of hire.

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

Technology – Proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint) and be able to learn new software/systems. 

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.  Must demonstrate DPS’ core values: Integrity, Excellence, Accountability, and Teamwork.

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 and/or communications 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.

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.

Schedule and Travel – Availability to work emergencies is required. This position may have the ability to telecommute based on the needs of the division/agency. Traveling in city 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/Indoors;
•    Ambulatory skills, e.g. stand, walk, sit and reach;
•    Hand-eye coordination and arm/hand/finger dexterity;
•    Ability to speak, hear, and exercise visual acuity;
•    Ability to transfer weights of up to ten (10) pounds anticipated for this position;
•    Driving requirements:  Occasional – short trips 1-2x/ weekly.

State of Texas Benefits and Retirement Information: https://www.ers.texas.gov/

Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing.

A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.

A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS.  ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.