Administrative Assistant

Administrative AssistantOrganization: Library and Archives CommissionPrimary Location: Texas-AustinWork Locations: Lorenzo de Zavala Bldg 1201 Brazos St Austin 78701Job: Office and Administrative SupportEmployee Status: RegularSchedule: Full-timeStandard Hours Per Week: 40.00State Job Code: 0156TXSalary Admin Plan: AGrade: 15Salary (Pay Basis): $3,600.00-$4,050.00 (Monthly)Number of Openings: 1Overtime Status: Non-exemptJob Summary: The Administrative Assistant performs highly complex (senior level) administrative support for the Archives and Information Services Division. The position disseminates standard information regarding division policies and procedures to employees and the public. This position performs clerical and administrative functions for the division and works closely with Purchasing and Accounting Staff to coordinate acquisition of supplies and equipment. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.Essential Tasks:Performs all administrative and clerical functions of the divisionServes as the Purchasing Liaison for the divisionServes as the Records Management Coordinator for the divisionAnswers high volume telephone and refers or responds to departmental electronic mailAssists with special projects as assigned by the Division DirectorPerforms other duties as assignedAttends work regularly in accordance with agency leave and attendance policiesComplies with all applicable agency policies and procedures including safety and standards of conductQualifications:Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the fields for related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. Please call Human Resources at 512-463-6564 with questions or for additional information. Additional Military Crosswalk information can be accessed at http://www.hr.sao.state.tx.us/Compensation/MilitaryCrosswalk/MOSC_InformationTechnology.pdf.Minimum Qualifications:High School diploma or equivalencyThree years of progressively responsible Administrative Assistant workTwo years of public contact experienceOne year of experience working with automated systems including data entryPreferred Qualifications:College courses in computer science, human resources, English, or related fieldsExperience explaining rules, regulations, policies, or procedures to the publicExperience using Microsoft Office Suite, including Outlook, Word, and ExcelExperience with Adobe Acrobat ProExperience creating online and PDF formsExperience creating/maintaining databases and spreadsheetsExperience purchasing goods services and equipment. Experience with state of Texas purchasing rules and regulationsExperience with CAPPSExperience maintaining office filesExperience following records retention and disposition schedulesCompletion of State of Texas first level Purchasing certificationKnowledge Skills and Abilities:Knowledge of business English, composition, and spellingKnowledge of office practices and administrative proceduresExcellent customer service skillsAbility to process multiple assignments efficiently and accuratelyAbility to move boxes weighing up to 35 lbs.Environmental/Physical Conditions:Normal office work environment, with occasional outside environmental conditions during special eventsMay have exposure to dust and environmental allergens consistent with normal business activities and human contactMostly sedentary in nature but will involve moving; standing; remaining stationary for long periods of time; pulling and pushing; kneeling, stooping, and bending; and safely moving items weighing up to 35 poundsWork involves telephone usage and repetitive motions while operating the computerNormal cognitive abilities including the ability to learn, recall, and apply certain practices and policiesTravel may be required to attend meetings/events in support of division activitiesPosition has frequent contact with external customers which requires a professional demeanorNon-smoking work environmentOther Requirements:College transcripts required if claiming college courseworkThe successful candidate must pass a criminal history checkReporting Relationships:Reports to the Director, Archives and Information Services DivisionNo supervisory responsibility