Administrative Assistant IV - Open Records Coordinator - Parole Division - Austin (717144)

Texas Department of Criminal Justice • Austin, TX

16h

About The Position

Performs highly complex administrative support work. Work involves providing and coordinating
administrative support including disseminating information; developing filing systems; and preparing
and editing reports and documents and provide guidance to others. Works under limited supervision
with moderate latitude for the use of initiative and independent judgment.

Requirements

• Graduation from an accredited senior high school or equivalent or GED.
• Three years full-time, wage-earning customer service, clerical, administrative support, technical program support, and criminal justice experience. Fifteen semester hours from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE) may be substituted for each six months of experience.
• Computer operations experience preferred.
• Must have or be able to obtain a certificate of course completion for the Texas Law Enforcement Telecommunications System (TLETS) policy and procedures training from the Texas Department of Public Safety within six months of employment date.
• Must meet and maintain TLETS access eligibility for continued employment in position.
• Knowledge of office practices and procedures.
• Knowledge of business terminology, spelling, punctuation, and grammar.
• Skill to communicate ideas and instructions clearly and concisely.
• Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
• Skill to interpret and apply rules, regulations, policies, and procedures.
• Skill to prepare and maintain complex records and files in an automated system.
• Skill in problem-solving techniques.
• Skill in the use of computers and related equipment in a stand-alone or local area network environment.
• Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs.
• Skill to train employees.
• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
• Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
• Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.

Nice To Haves

• Computer operations experience preferred.
• Knowledge of applicable state and federal laws, rules, regulations, and statutes preferred.
• Knowledge of open records policies and procedures preferred.
• Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.

Responsibilities

• Performs advanced technical assistance work for an agency program; develops administrative and technical assistance policies and procedures; assists in researching technical and policy issues; and participates in the implementation of program planning.
• Prepares, interprets, and disseminates information concerning agency programs and procedures; compiles and prepares statistical information and documents; and coordinates the preparation, editing, and distribution of correspondence, reports, studies, forms, and documents.
• Coordinates and monitors the tracking of open records requests, restitutions, and fee affidavits; and develops and maintains records, filing systems, and program databases.
• Coordinates work with organizational units of the agency; provides liaison with local, state, and federal agencies and the public; and responds to inquiries regarding technical program and administrative regulations, policies, and procedures.
• Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access.
• Provides training and technical assistance to support staff.
• Performs a variety of marginal duties not listed, to be determined and assigned as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED