Administrative Assistant IV - Open Records Coordinator - Parole Division - Austin (717144)

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JOB SUMMARY

Performs highly complex administrative support work. Work involves providing and coordinating

administrative support including disseminating information; developing filing systems; and preparing

and editing reports and documents and provide guidance to others. Works under limited supervision

with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Performs advanced technical assistance work for an agency program; develops administrative

and technical assistance policies and procedures; assists in researching technical and policy

issues; and participates in the implementation of program planning.

B. Prepares, interprets, and disseminates information concerning agency programs and

procedures; compiles and prepares statistical information and documents; and coordinates the

preparation, editing, and distribution of correspondence, reports, studies, forms, and documents.

C. Coordinates and monitors the tracking of open records requests, restitutions, and fee affidavits;

and develops and maintains records, filing systems, and program databases.

D. Coordinates work with organizational units of the agency; provides liaison with local, state, and

federal agencies and the public; and responds to inquiries regarding technical program and

administrative regulations, policies, and procedures.

E. Performs criminal information searches and retrieval using Texas Department of Public Safety

criminal history system access.

F. Provides training and technical assistance to support staff.

• Performs a variety of marginal duties not listed, to be determined and assigned as needed.

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MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Graduation from an accredited senior high school or equivalent or GED.

2. Three years full-time, wage-earning customer service, clerical, administrative support,

technical program support, and criminal justice experience. Fifteen semester hours from a

college or university accredited by an organization recognized by the Council for Higher

Education Accreditation (CHEA) or by the United States Department of Education (USDE)

may be substituted for each six months of experience.

3. Computer operations experience preferred.

• Must have or be able to obtain a certificate of course completion for the Texas Law

Enforcement Telecommunications System (TLETS) policy and procedures training from the

Texas Department of Public Safety within six months of employment date.

Must meet and maintain TLETS access eligibility for continued employment in position.

For details see: http://www.tdcj.texas.gov/divisions/hr/hr-home/tletseligibility.html

Knowledge and Skills

1. Knowledge of office practices and procedures.

2. Knowledge of applicable state and federal laws, rules, regulations, and statutes preferred.

3. Knowledge of business terminology, spelling, punctuation, and grammar.

4. Knowledge of open records policies and procedures preferred.

5. Knowledge of agency and departmental organizational structure, policies, procedures,

rules, and regulations preferred.

6. Skill to communicate ideas and instructions clearly and concisely.

7. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the

public.

8. Skill to interpret and apply rules, regulations, policies, and procedures.

9. Skill to prepare and maintain complex records and files in an automated system.

10. Skill in problem-solving techniques.

11. Skill in the use of computers and related equipment in a stand-alone or local area network

environment.

12. Skill in the use of Microsoft Office Suite or equivalent to include word processing,

spreadsheet, database, or presentation software programs.

13. Skill to train employees.

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend

repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize,

lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor

equipment.

B. Conditions include working inside, working around machines with moving parts and moving

objects, radiant and electrical energy, working closely with others, working alone, working

protracted or irregular hours, and traveling by car, van, bus, and airplane.

C. Equipment (machines, tools, devices) used in performing only the essential functions include

computer and related equipment, calculator, copier, fax machine, telephone, dolly, and

automobile.

'',''!*!

Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisors name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

Only candidates selected for an interview will be contacted.

• Outside applicants will be required to submit to pre-employment drug testing as a condition of employment. *

Questions regarding this posting may be directed to:

Sharon Bayliff

Human Resources Headquarters

2 Financial Plaza, STE 600

Huntsville, TX 77340

PH (936) 437-4229

EMAIL hr.selectionsteam6@tdcj.texas.gov

'',''!*!

Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisors name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

Only candidates selected for an interview will be contacted.

• Outside applicants will be required to submit to pre-employment drug testing as a condition of employment. *

Questions regarding this posting may be directed to:

Sharon Bayliff

Human Resources Headquarters

2 Financial Plaza, STE 600

Huntsville, TX 77340

PH (936) 437-4229

EMAIL hr.selectionsteam6@tdcj.texas.gov

'',''!*!

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.

Military Crosswalk Guide - Prepared by the State Auditor''s Office

Texas State Auditor''s Office - Job Descriptions

'',''!*!

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.

Military Crosswalk Guide - Prepared by the State Auditor''s Office

Texas State Auditor''s Office - Job Descriptions

'',''!*!

The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.

'',''!*!

The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.

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