Please paste the following URL into a browser to view the entire job posting in the CAPPS Career Section: https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00050925
You may apply to the job directly through the CAPPS Career Section. It is not necessary to apply both through Work In Texas and CAPPS Career Section
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 highly-advanced (senior-level) administrative support and technical program assistance work. Work involves preparing and disseminating information, developing and maintaining filing systems, purchasing services and goods, and coordinating internal administrative support work for Crime Records Division (CRD). Work is performed 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.pdf Applicants must fully complete the summary of experience to determine if minimum qualifications are met.
ESSENTIAL DUTIES / RESPONSIBILITIES:
Prepare, process, and maintain all personnel actions, documentation and employee roster.
Create requests to post vacant positions, schedule interviews, and assist with general human resources/personnel work.
Act as Records Management Liaison for assigned areas; coordinate and maintain filing, recordkeeping, and records management systems; compile and enter data for databases, summaries, and reports. Coordinate with staff on disposal of records according to the agency retention schedule.
Assist personnel with navigation of the Employee Time Accounting System. Serve as a senior timekeeper responsible for auditing and reconciling employee time.
Act as Purchase Liaison for CRD; process requisitions and purchase orders to purchase services and goods. Tracks to completion.
Prepare and submit work requests for CRD to include facilities and technology.
Provide assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff.
Prepare, edit, and distribute incoming and outgoing mail, correspondence, reports, forms and documents.
Compile and enter data for charts, graphs, databases, summaries or special reports.
Develop, edit, and maintain training material and program procedures; tracks staff training and cost to ensure training is maintained and within budget.
Coordinate and maintain calendars and travel arrangements, process travel requests and vouchers.
Provide administrative support to other areas in CRD as required.
Respond to inquiries regarding technical program or administrative regulations, policies, and procedures.
Monitor and maintain inventory of office supplies.
Provide notary public services.
Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
Perform other duties as assigned.
Qualifications: GENERAL QUALIFICATIONS and REQUIREMENTS:
Education High School Diploma/equivalent.
Experience Minimum of Five (5) or more years of progressively complex work experience performing administrative/secretarial work in an environment involving concentrated use of personal computers using word processing software.
Substitution Note: Additional work experience of the @type described or other related education may be substituted for one another on a year-for-year basis.
Licensure and/or Certification - Valid driver license from state of residence is preferred.
Regulatory knowledge - Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State, and Federal regulations, legislation, guidelines, policies and procedures.
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 diverse small or large groups. 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 timelines; 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.
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.
Schedule and/or Travel Availability for after-hour and weekend work is 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/Indoors; Ambulatory skills, e.g. stand, walk, sit, reach; Hand-eye coordination and arm/hand/finger dexterity; Ability to speak, hear, and exercise visual acuity; Ability to transfer weights of up to twenty-five (25) pounds anticipated for this position; Driving requirements: Occasional (up to 5%).
Testing is required for candidates to be considered to go before the oral interview board and will be notified via email provided on the application. Candidates must qualify on the DPS issued Excel and Word test.
Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing.
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 sta
