Administrative Associate III

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 provides administrative support to the Emergency Services Training Institute’s (ESTI) Private Sector Industrial Program. Processes customer requests for training and technical assistance. Processes student information to include student registration, setting up class folders for all programs as assigned by supervisor, data input, printing certificates, prepare invoices, issuing E-tokens, and correction notices. Maintains office supplies and equipment and prepares the credit card statement for office supplies and equipment. Researches and gathers data for special reports as required by Coordinators and Program Managers. Handles multiple tasks while positively and professionally interacting with customers and staff at all levels.

This position reports to the Senior Administrative Coordinator.

Required Qualifications:

• High school diploma or GED.

• Three years of general office or administrative related experience.

Required Licenses/Certifications: 

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

Preferred Qualifications:

• Three or more years of related experience in general office or clerical work, to include working Microsoft Suite applications, spreadsheet software applications, and customer service.

Physical Requirements: 

• Must be able to use computer, keyboard, and answer telephones.

• Must be able to lift and/or move light to moderately weighted office supplies and files.

• Must be able to remain stationary for long periods of time as required by office environment.

Knowledge, Skills, and Abilities: 

• Ability to effectively communicate both orally and in writing.   

• Ability to interact with clients and staff positively and professionally.   

• Skilled in using Microsoft Suite applications.

• Ability to handle multiple tasks and support customers and staff.

• Knowledge of word processing, spreadsheets, and database applications.

• Ability to positively interact with students, customers, and staff. 

• Reports to work on time and duty assignments on time.  

• Ability to maintain a clean and neat appearance.

• Ability to multitask and work cooperatively with others.

• Ability to work with sensitive information and maintain confidentiality.

• Strong interpersonal and organizational skills.

Equipment: 

• Standard office equipment: computer, keyboard, multifunctional printer, telephone.

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.

• This position may require occasional travel and overnight stay for planning meetings and conferences, as needed.

Essential Duties, Tasks, and Percentages:

Private Sector Industrial Program Support – 80%

• Answers phone calls for the program daily as needed. 

• Helps customers with any registration requests/problems.

• Investigates and researches customer complaints and offers problem resolution.

• Performs data entry of student information and student enrollment and scheduling.  

• Prepares student certificates and mail out as necessary. 

• Processes all student information to include (student registration, data input, print certificates, prepare invoices, process payment and correction notices). 

• Ensures forms are complete and accurate to ensure requirements are met.

• Assists with tracking purchase orders as needed. 

Administrative Support – 15%

• Manages the Letter of Agreements (LOA) process for the program. 

• Performs collection inquiries for all past due accounts.

• Provides input into the development and improvement of office procedures.

• Orders office supplies and reconciles the pro card for the program. 

• Researches and gathers data for special reports as required.

Other Duties – 5%

• Positively and professionally interacts with internal and external customers and others.  

• Follows all TAMUS, TEEX, and ESTI policies and regulations. 

• Reports to work at a designated time.

• Maintains an organized and clean work area. 

• Works required overtime as dictated.

• Participates in Annual Professional Development.

• Demonstrate the Employee Code of Conduct and Stars Values.

• Perform additional 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.