Administrative Assistant III
Texas Alcoholic Beverage CommissionGeneral Description
Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the Training Division.
Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.Essential Job Functions
(45%) Provides administrative support and technical assistance to staff for training related events:
•Assists the Director of Training with coordination of calendars, meetings, and completion of reports.
•Assists with the review, assignment, and follows up with staff on all training related events.
•Reviews and updates agency training calendar.
•Reviews, verifies, and submits Texas Commission on Law Enforcement (TCOLE) reports of training
•Assists with the scheduling and coordinating of training events.
•Provides administrative support associated with maintaining the office (filing, phone, mail, scheduling, & postage log if applicable)
•Answers routine questions related to training, the TABC seller server program, and recruiting.
•Maintains a level of office supplies for the division to include submission of orders that are needed and completion of divisional purchase requests, requisitions, and receiving reports.
•Schedules travel arrangements for staff as needed.
•Works with the capital inventory custodian to ensure all training equipment is with assigned Training personnel.
•Maintains a calendar of time sensitive issues, meetings, training events, deadlines, and notifies the director and staff of appointments and approaching deadlines.
•Answers Training and Seller Server Program phone lines and responds to inquiries.
•Generates routine and special correspondence, reports, case notes, data entry, etc.
(35%) Coordinates and reviews the Texas Alcoholic Beverage Commission’s seller server training providers and ensures compliance with state regulations and agency rules.
•Reviews and approves curriculum for new applications for seller server training providers,
•Reviews and approves renewals for seller server training providers,
•Reviews and handles complaints regarding seller server training providers,
•Works with other TABC divisions (Audit and Enforcement) to resolve complaints regarding seller server training providers,
•Resolves questions and technical issues with seller server training providers,
•Receives and resolves questions/issues with recipients of seller server training. May provide guidance to others.
•Processes applications to ensure that minimum program regulations and standards are met prior to application approval.
•Interprets and explains rules, regulations, policies, and procedures concerning the TABC regulated training programs.
•Monitors and reviews applications for seller training schools and trainers.
(15%) Conducts and coordinates the administrative functions of the Texas Alcoholic Beverage Commission Law Enforcement Academy.
•Oversees, uploads, files, and maintains all CPO appointment/training records (in accordance with the Texas Commission on Law Enforcement Administrative Rules Title 37 Part 7 Chapter 218) and other TABC employee training files.
•Conducts and oversees the digitization of training records for all TABC personnel.
•Coordinates varied records processing activities requiring the application of well-defined policies and procedures.
•May analyze internal processes, provides recommendations, and implements procedural and policy changes to improve operations.
•Reviews training curriculum and online programs and course modifications to ensure compliance with state regulations and rules.
•Reviews and monitors approved training programs to ensure compliance with established rules and regulations.
(5%) Performs other work activities as assigned.MQs, KSA, License/Certifications
- KNOWLEDGE, SKILLS, AND ABILITIES:
MINIMUM QUALIFICATIONS:
Graduation from a standard senior high school or equivalent.
AND
Three (3) years' full-time experience in clerical or administrative support work.
NOTE: Completion of thirty (30) semester hours of college will substitute for one year of experience.
Knowledge of general office practices and administrative procedures.
Knowledge of business terminology, spelling, punctuation, and grammar.
Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat.
Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
Ability to multi-task and meet deadlines.
Ability to deal with the agency employees and the public in a professional manner.
REGISTRATION, CERTIFICATION OR LICENSURE:
Possess a valid class C Texas Driver's License.
If out of state, ability to obtain Texas license within 3 months of employment. Physical Requirements/Supplemental Information
TRAVEL REQUIREMENT/TRAVEL %: 10%
PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:
This position functions in a standard office environment. Must be able to move around the office to access file cabinets, office equipment, and lift up to 25 pounds and dolly up to 45 pounds on occasion. Must be able to communicate and exchange information via phone, computer, in-person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. Must be willing and able to travel, including occasional overnight travel as needed for training purposes. Required to work as a team member and handle confidential sensitive information.
NOTE:
•This position is expected to work in the office but may be eligible to telework. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours.
•During the probationary and training period, telework is granted on case-by-case basis.
•Must be willing to complete division or agency on and off-site training as required to enhance job-related skills.
MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE: Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions
Supplemental Information:
The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1, 2009, are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge. The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safety in accordance with applicable standards on all finalists for this position. More than one position may be filled from this posting. Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered. The Immigration Reform and Control Act of 1986 require all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization; For more information, see: https://www.e-verify.gov/about-e-verify/what-is-e-verifyMales between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. The Texas Alcoholic Beverage Commission adheres to the Military Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code.