Administrative Associate II

Job Title

Administrative Associate II

Agency

Texas A&M Engineering Extension Service

Department

Emergency Services Training Institute

Proposed Minimum Salary

$14.37 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate II makes a difference by providing direct support to the Annual Schools Program. The Administrative Associate II will utilize their administrative and organizational skills in composing, editing, and proofreading correspondence, reports, publications, and presentations.  In addition, this position maintains Annual School Guest Instructor records and assignments and monitors applicable computer-based applications for student registration or guest instructor RSVP’s. Works closely with the Annual School Training Manager in supporting management of the Annual Schools Program. The Administrative Associate II will also have direct customer contact to help monitor their satisfaction and resolve customer complaints and problems. This position will assist with the training of the student worker assigned to the program. This position will report directly to the Annual Schools Training Manager.

Required Qualifications:

• High school diploma or GED

• Two years of experience of related office experience with aspects of customer service

Other Requirements: 

• Valid Texas Driver’s License

Preferred Qualifications: 

• Associates Degree from an accredited college or university

• Bilingual in English/Spanish

Physical Requirements:

Knowledge, Skills, and Abilities:

• Ability to communicate effectively and develop a positive working relationship with staff and customers

• Knowledge of word processing, spreadsheet, and database applications

• Knowledge of principles and processes for providing customer and personal services to include customer needs assessments and meeting quality standards for services

• Ability to multitask and work cooperatively with others

• Effective verbal and written communication skills

• Ability to work productively in teams or independently as needed

• Ability to communicate orally and in writing

• Ability to remain stationary for long periods of time

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 occasional travel and overnight stay for planning meetings and conferences as-needed.

• This position may require work outside of normal work duty hours as needed and approved by Training Manager.

Essential Duties, Tasks, and Percentages: 

Provide Administrative and General Office Support for the Annual Schools Program- 80%:

• Greets visitors, answer and screen customer calls and/or emails.  Answer general questions regarding program procedures and course information.  Interact positively and professionally with other staff members and students

• Receives, sorts, and routes mail and perform other mail services if needed. Verifies, processes, and reviews forms, reports, and other documents. Assists with planning arrangements for meetings, appointments, conferences, and/or travel, as-needed

• Completes purchasing documentation for orders or purchases made

• Performs word processing, desktop publishing, presentation, and/or data management activities, and assist staff with the use of these applications

• Composes, proofreads and edits correspondence, run reports, review and edit program materials

• Corresponds with Annual Schools guest instructors to update records and assignments

• Enters and maintains Annual Schools guest instructor records in the guest instructor database 

• Prepares guest instructor communications utilizing Microsoft Office and email  

• Conducts Annual Schools guest instructor registration

• Prepares accurate Annual Schools reports required by ESTI leadership

• Coordinates and tracks lodging for guest instructors, meals and registration

•  Coordinates registration and check in for instructors and students

SMS Data-Entry-15%:

• Enters guest instructor attendance information into SMS (TEEXAPPS)

• Enters class details

• Assists other programs with administrative tasks as approved by the training manager

• Maintains, updates, and reviews a variety of fiscal, administrative, and guest instructor records to include requests to update student records. Verifies, produces, and reviews Microsoft forms, reports, and other documents

• Orders and/or purchases office supplies and maintain basic equipment needs

• Generates guest instructor years of service award certificates 

• Safeguards confidential records and payment information (if applicable)

• Prepares and reconciles student registrations utilizing specific funding from other state agencies

• Assists with guest instructor memorial services, to include ordering wreaths and coordinating details with engraving vendor

• Promotes teamwork by participating in meetings and offers assistance during down times as requested by the training manager

Other Duties - 5%:

• Attends and participate in Annual Schools related meetings and conferences at the request of the Annual Schools Training Manager, which may require travel and overnight stay

• Delivers or picks up documents, supplies, equipment, or materials as necessary

• Communicates via phone or email with guest instructor families

• Maintains internal professional training records

• All budgeted employees could be required, if called upon, to be deployed with the State of Texas as directed by their division director/HQ department head

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/AffirmativeAction/Veterans/Disability Employer committed to diversity.