CAPPS, Inc.
DPS - RSD - Administrative Assistant III
CAPPS, Inc., Irving, Texas, United States, 75084
Job Description
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 complex (journey-level) administrative support work for the Regulatory Services Division. Prepares reports, forms, memoranda, data entry and generates statistical summaries. Answers correspondence and telephone calls, screens and/or routes calls, or takes messages. Answers procedural and general information questions. Works under general supervision, after training, with moderate latitude for the exercise of independent judgment in work methods within the limits of applicable rules, regulations, policies and procedures.
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. Provides assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff, and assisting with general office work.
2. Serves as a liaison to staff, government agencies, community organizations, or the general public to assist in explaining program specifics and requirements.
3. Assists in scheduling and registration for training courses and conferences, and in preparing and updating course rosters.
4. Performs general administrative duties such as, ordering and maintaining inventory of office and other supplies.
5. Maintains training records and training calendars including completing records of participation.
6. Provides technical assistance to staff and to customers to include vehicle inspection station support, PIN resets, password resets, clearing lockouts, and any other associated work.
7. Assists in proctoring examinations, preparing classrooms, and preparing materials for instruction or testing for various programs.
8. Prepares reports as necessary. Creates and edits correspondence, letters, and memoranda.
9. May coordinate building maintenance requests as needed.
10. May perform a variety of administrative and/or clerical tasks, regarding imprest funds.
11. May act as notary for voluntary statements, complains, depositions, etc.
12. May train others.
13. Attends work regularly and observes approved work hours in accordance with agency leave and attendance policies.
14. Perform other related duties as assigned.
Qualifications:
GENERAL QUALIFICATIONS and REQUIREMENTS:
Education
- Graduation from a standard High School or the equivalent
Experience
- Minimum of two (2) years' progressively responsible experience in a general office/secretarial environment which included routine use of a personal computer with word processing software. Ideal candidate will have experience in a fast-paced environment handling multiple projects and deadlines.
Licensure and/or Certification
- May be required to be certified as a Notary Public.
Regulatory Knowledge
- Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State, and Federal regulations, legislation, guidelines, policies and procedures.
Leadership Skills
- Strong leadership skills with the ability to direct and motivate others, and maintain a persuasive and credible presentation style at all levels of the organization. Must exemplify the Department's core mission - to Protect and Serve Texas and the values of integrity, teamwork, accountability and excellence.
Analytical Skills
- Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness. Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.
Interpersonal Skills
- Must exercise excellent interpersonal skills - position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.
Presentation/Communication skills
- Must be able to effectively communicate and present information and/or training to individuals and a wide variety of audiences. Must be able to produce clear, concise, and professional documents, reports, and presentations.
Organizational Skills
- Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment. Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.
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.
Travel and/or Schedule
- Availability for after-hour and weekend work may be 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 35 pounds anticipated for this position;
• Driving requirements: Low Frequency (5%)
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.
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 complex (journey-level) administrative support work for the Regulatory Services Division. Prepares reports, forms, memoranda, data entry and generates statistical summaries. Answers correspondence and telephone calls, screens and/or routes calls, or takes messages. Answers procedural and general information questions. Works under general supervision, after training, with moderate latitude for the exercise of independent judgment in work methods within the limits of applicable rules, regulations, policies and procedures.
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. Provides assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff, and assisting with general office work.
2. Serves as a liaison to staff, government agencies, community organizations, or the general public to assist in explaining program specifics and requirements.
3. Assists in scheduling and registration for training courses and conferences, and in preparing and updating course rosters.
4. Performs general administrative duties such as, ordering and maintaining inventory of office and other supplies.
5. Maintains training records and training calendars including completing records of participation.
6. Provides technical assistance to staff and to customers to include vehicle inspection station support, PIN resets, password resets, clearing lockouts, and any other associated work.
7. Assists in proctoring examinations, preparing classrooms, and preparing materials for instruction or testing for various programs.
8. Prepares reports as necessary. Creates and edits correspondence, letters, and memoranda.
9. May coordinate building maintenance requests as needed.
10. May perform a variety of administrative and/or clerical tasks, regarding imprest funds.
11. May act as notary for voluntary statements, complains, depositions, etc.
12. May train others.
13. Attends work regularly and observes approved work hours in accordance with agency leave and attendance policies.
14. Perform other related duties as assigned.
Qualifications:
GENERAL QUALIFICATIONS and REQUIREMENTS:
Education
- Graduation from a standard High School or the equivalent
Experience
- Minimum of two (2) years' progressively responsible experience in a general office/secretarial environment which included routine use of a personal computer with word processing software. Ideal candidate will have experience in a fast-paced environment handling multiple projects and deadlines.
Licensure and/or Certification
- May be required to be certified as a Notary Public.
Regulatory Knowledge
- Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State, and Federal regulations, legislation, guidelines, policies and procedures.
Leadership Skills
- Strong leadership skills with the ability to direct and motivate others, and maintain a persuasive and credible presentation style at all levels of the organization. Must exemplify the Department's core mission - to Protect and Serve Texas and the values of integrity, teamwork, accountability and excellence.
Analytical Skills
- Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness. Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.
Interpersonal Skills
- Must exercise excellent interpersonal skills - position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.
Presentation/Communication skills
- Must be able to effectively communicate and present information and/or training to individuals and a wide variety of audiences. Must be able to produce clear, concise, and professional documents, reports, and presentations.
Organizational Skills
- Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment. Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.
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.
Travel and/or Schedule
- Availability for after-hour and weekend work may be 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 35 pounds anticipated for this position;
• Driving requirements: Low Frequency (5%)
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.