DPS - CLD - Administrative Assistant IV

Job DescriptionPLEASE 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?langenGENERAL DESCRIPTION: Performs advanced (senior-level) administrative support or technical program assistance work.Work involves coordinating the dissemination of information, developing filing systems, and coordinating internal administrative support work, inventory, and purchasing of crime laboratory supplies. May supervise the work of others.Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.The following Military Occupational Specialty codes are generally applicable to this position.https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdfApplicants must fully complete the summary of experience to determine if minimum qualifications are met.ESSENTIAL DUTIES / RESPONSIBILITIES:1. Purchase laboratory supplies; perform basic bookkeeping and entering data into CAPPS.2. Interpret and disseminate information concerning division programs and procedures.3. Prepare, edit and distribute correspondence, reports, studies, forms and documents.4. Compile and edit data for charts, graphs, logs and databases and prepare summaries or reports.5. Develop and maintain filing, record-keeping and records management systems.6. May manage and maintain schedules for supervisor, and may coordinate meetings and schedule conference rooms.7. May monitor laboratory inbox, answer phone calls, route incoming calls, take messages and greet/direct visitors to the appropriate staff/location.8. Attends work regularly and observes approved work hours in accordance with agency leave and attendance policies.9. Perform other duties as assigned.Qualifications:GENERAL QUALIFICATIONS and REQUIREMENTS:Education - High School Diploma/equivalent.Experience - Minimum of three (3) years' progressively complex administrative assistant work. Experience in a law enforcement work environment and in the use of CAPPS is preferred. Substitution Note:1 year of college education may be substituted for up to one year's experience. Note: 30 semester hours will be considered equivalent to 1 year of college educationLicensure 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 as such upon 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. Must possess a working knowledge of State of Texas purchasing rules, regulations, and requirements.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.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 to 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, and Outlook).Must possess the ability to learn the Department of Public Safety eProcurement purchasing system.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.Customer Service (internal and external)- Must possess a keen awareness and commitment to providing excellent customer service, demonstrate a positive approach to providing assistance and striving for optimal outcomes.Decision Making/ Problem Solving and Judgment - Must demonstrate ability to accurately identify issues and problems and determine optimal course of action and outcomes.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 thirty (30) pounds anticipated for this position;Driving requirements:Occasional (5%). Testing is required for candidates to be considered to go before the oral interview board, notification will be sent via email provided on the application. Candidates must qualify on the DPS issued Typing test with a score of 40 WPM State of Texas Benefits and Retirement Information: https://www.ers.texas.gov/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.