Job TitleAdministrative Associate III
AgencyTexas A&M Engineering Extension Service
DepartmentInstitute for Law Enforcement & Protective Services Excellence
Proposed Minimum Salary
Proposed Minimum SalaryCommensurate
Job LocationBryan, Texas
2 positions to be filled
Staff - Full-Time
$16.77 per hour
The Administrative Associate III, under general supervision, provides administrative support and customer services to the Institute for Law Enforcement and Protective Services Excellence (ILEPSE) Division. Duties include processing student registrations, providing general information and referrals for all division courses, assisting with class preparation and class schedules, including classroom reservations and shipping of materials to class instructors. This position is also responsible for providing guidance to customers regarding class registrations, assisting students with asynchronous training, and ensuring quality control of student records. This position reports to the Administrative Coordinator I.
High School Diploma or GED
Three years of related experience in general office, clerical, or customer relations experience
Four years of customer relations experience working with student records
Physical conditioning consistent with moving/maintaining office supplies, instructional materials, and training equipment
Some lifting/carrying of office supplies and presentation materials; ability to lift, carry, load, or unload up to 25 lbs. of training equipment and instructional materials
Ability to sit for extensive periods of time in an office environment
Ability to travel independently by vehicle to other local TEEX locations
Knowledge, Skills, and Abilities:
Knowledge of word processing, spreadsheet and data entry applications, standard office equipment, clerical and office procedures.
Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and/or any other rules as determined by Agency compliance
Excellent verbal and written communication, analytical, interpersonal, and organization skills
Ability to multitask and work cooperatively with others
Ability to respectfully and professionally interact with customers and others (students, vendors, staff, etc.)
Ability to work with sensitive information and maintain confidentiality
Ability to work in a demanding and fast-paced environment
Ability to work independently once given a project
Ability to actively demonstrate the TEEX Values – Safety, Teamwork, Adaptability, Respect, and Stewardship
Ability to attend professional development opportunities and seek personal growth
Demonstrate a positive attitude and work ethic
Exhibit punctuality by arriving to work and scheduled events on time
Strong attention to detail and accuracy in processing
Ability to answer Teams telephone system, screen calls and route to additional staff as needed
Standard office equipment: computer, keyboard, multifunctional printer, Teams Phone
This position is security-sensitive
This position requires travel up to 5% to other local TEEX locations
All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements
This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures
Essential Duties, Tasks, and Percentages:
Provides customer service – 50%:
Answers ILEPSE main phone line via Teams Phone and routes to appropriate staff member when necessary
Offers guidance for in-bound customer calls regarding ILEPSE, course information, class schedules, registration information, etc. and explains/applies TEEX policies and procedures as needed
Provides individual assistance for students enrolled in asynchronous web-based training programs
Serves as information resource for program and/or course requirements, registration and problem resolution
Works with ILEPSE Curriculum Services to identify and resolve issues with online training courses and students
Ensures student registration forms, instructor course host forms and other applicable forms are complete and accurate to ensure requirements are met
Adds, verifies, retrieves, and changes customer registrations as necessary to prepare business office to take payment information
Ensures purchase order preparation for invoicing is complete within the current training month, and completes the required correction notices as necessary
Coordinates course set up and preparation of classroom deliveries
Attends training and/or meetings at TEEX headquarters
Coordinates shipping of classroom materials to and from assigned training locations/instructors
Orders course materials
Maintains TEEX database and Program Records - 40%:
Reviews class records and confirms attending students with their required payments for the classes
Maintains student confidentiality and ensures sensitive student information is accurately processed for ILEPSE class records to meet agency and state audit requirement
Ensures sensitive student information is accurately processed for ILEPSE class records to meet agency and state audit requirements
Creates, maintains, completes, and reconciles class information in TEEXApps and class folders according to State, TAMUS and TEEX policies
Conducts class close out procedures for ILEPSE courses
Completes program specific paperwork and requirements as necessary, within State, System and/or contract deadlines
Ensures appropriate student data is collected and maintained for TCOLE reporting
Provides administrative support - 10%:
Provides administrative support as needed throughout the division
Assists in training others in providing excellent customer service
Cross trains across the divisional programs to ensure efficiency and depth for the Customer service group
Provides input into the development and improvement of office procedures
May assist in the supervision of student workers
Assists in ordering course material, supports shipping of classroom materials to assigned instructors and course information packets to potential students
Additional Program/Division responsibilities Duties:
Promotes teamwork by actively participating in team meetings and events and interacting positively and professionally with fellow staff members
Assists in the creation and maintenance of the division desk references as needed
Participates in staff meetings, assists others during down time, etc.
Performs additional work duties as assigned
As part of the 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
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.
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