Administrative Associate III

Job Description:

Administrative Associate III

Description

Job Title
Administrative Associate III

Agency
Texas A&M Engineering Extension Service

Department
Emergency Services Training Institute

Proposed Minimum Salary
$18.50 hourly

Job Location
College Station, Texas

Job Type
Staff

Job Description

The Administrative Associate III, under general supervision, provides administrative support and customer service to an individual, team, department, or group within TEEX. Duties include assisting with administrative support to include preparing files, maintaining records and documents, compiling, and verifying information using simple calculations and standard procedures. Inputs data into a tracking database or system. Processes documents or responds to requests for information from internal or external customers by phone or e-mail. May perform general office tasks such as copying, mailing, and ordering supplies and maintaining inventory.

This position reports to the Senior Administrative Coordinator.

Required Qualifications:

• High School Diploma or GED.
• Three years of experience in general office, clerical, or customer relations experience.

Required Licenses/Certifications:

• Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.

Preferred Qualifications:

• Associate’s degree from an accredited college or university.
• Four or more years of customer relations experience.
• Ability to speak and understand Spanish.

Physical Requirements:

• Ability to sit/stand for extensive periods of time in an office environment.
• Ability to communicate verbally and in writing.
• Regular use of computer/keyboard.
• Physical conditioning consistent setting up classrooms, moving/maintaining office supplies, instructional materials, and training equipment.
• Some lifting/carrying of office and online reference materials, documents, supplies, and training equipment; ability to lift, carry, load, or unload up to 30 lbs. of training equipment and instructional materials.
• Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.

Knowledge, Skills, and Abilities:

• Intermediate knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer using Microsoft Office 365 suite.
• Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and/or any other rules as determined by Agency compliance.
• Excellent customer service skills.
• Ability to multitask and work cooperatively with others.
• Strong verbal and written communication skills, analytical, interpersonal, and organizational skills.
• Ability to interact respectfully and professionally with customers and others (students, vendors, staff, etc.)
• Ability to work productively in teams or independently as needed.
• Ability to work with sensitive information and maintain confidentiality.
• Ability to work in a demanding and fast-paced environment.
• Ability to attend professional development opportunities and seek personal growth.
• Demonstrate a positive attitude and work ethic.
• Exhibit punctuality by arriving to work and scheduled events on time.
• Strong attention to detail and accuracy in processing.
• Ability to answer Microsoft Teams telephone system, screen calls and route to additional staff as needed.
• Ability to actively demonstrate the TEEX Values - Safety, Teamwork, Adaptability, Respect, and Stewardship.

Equipment:

• Frequent use of standard office equipment: computer, keyboard, communication platforms and multi-functional printer.

Notifications:

• This position is security sensitive.
• This position may require work beyond normal office hours and/or work on weekends.
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.
• As part of TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head.
• Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.

Essential Duties, Tasks, and Percentages:

Provides Administrative and General Office Support - 80%

• Greets visitors and serves as an information resource for the Division.
• Answers and screens phone calls, provides information and referrals, and schedules appointments.
• Builds and maintains customer relationships and enhances interactions with program customers.
• Receives, sorts, routes mail and performs other mail services for the Division.
• Assists in maintaining the ESTI email account, screening emails, and forwarding them to the appropriate program.
• Assists with scheduling and maintaining the Fire Field Training Schedule and the H.D. Smith schedule.
• Submits vehicle mileage log monthly for the two Smith building vehicles.
• Adheres to policies and procedures within the office and assists in the development of office procedures.
• Orders and/or purchases office supplies and maintain basic equipment needs.
• Promotes teamwork by participating in meetings and helps during downtime.
• Performs data management activities to include Power BI reports and wage utilization reports.
• Assists with scanning folders and records for different programs into TEEXApps, as needed.
• Creates, maintains, completes, and reconciles class information in TEEXApps and class folders according to State, TAMUS and TEEX policies.
• Maintains a variety of fiscal, administrative, and academic records (i.e. past due reports, class & student exception reports, and clear online registration errors).

Other Administrative/Divisional Support Duties - 20%

• Provides administrative support as needed to the Associate Division Directors and other programs.
• Provides input into the development and improvement of office procedures.
• Delivers or picks up documents, supplies, equipment, or materials as necessary.
• Cleans and maintains supplies for the coffee areas in the Smith building.
• Generates e-mails and reports as needed.
• Attends training, promotional events, and other events held by TEEX.
• Assists with Annual School when needed.

Other Duties:

• Participates in professional development opportunities.
• Participates with Agency Initiatives (CoP’c, etc.)
• Maintains and safeguards assigned divisional equipment and property.
• Maintains a clean and professional appearance.
• Maintains an orderly and clean workspace.
• Performs other work duties as assigned.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.