Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M Engineering Extension Service

Department

Human Resources Office

Proposed Minimum Salary

$15.52 hourly

Job Location

College Station, Texas

Job Type

Temporary/Casual Staff (Fixed Term)

Job Description

The Administrative Associate III, under general supervision, provides administrative support and customer services to the Headquarters Human Resources Department. Duties include completing background/degree verifications, filing/retention of documents, making files, manual entry of job postings as needed, processing terminations, Ironbox review/follow up, coordination and verification status of onboarding items. This position is also responsible for providing guidance to finalist and applicants and assisting HR Employment and Compensation Teams with any additional projects. This position will report directly to the Human Resource Manager.

Required Qualifications:

• High School Diploma or GED

• Three years of related experience in general office, clerical, or customer relations experience

Required Licenses/Certifications: 

• Valid Texas Driver’s License

Preferred Qualifications: 

• Associates Degree from an accredited college or university

• Four or more years of customer relations experience working with customers

• Two or more years of experience working in Human Resources  

Physical Requirements:

• Ability to communicate verbally and in writing

• Regular daily use of computer and keyboard

• Ability to remain stationary for extensive periods of time in an office environment

• Ability to travel independently by vehicle to attend meetings and conferences and/or to other local TEEX locations

• Physical conditioning consistent with moving/maintaining files and office supplies up to 20 lbs.

Knowledge, Skills, and Abilities:

• Working 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 customer service skills

• Ability to multitask and work cooperatively with others

• Strong verbal and written communication skills, analytical, interpersonal, and organizational skills

• Ability to interact respectfully and professionally with customers and others (students, vendors, staff, etc.)

• Ability to work productively in teams or independently as needed

• Ability to work with sensitive information and maintain confidentiality

• Ability to work in a demanding and fast-paced environment

• 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

Equipment: 

• Frequent use of standard office equipment:  computer, keyboard, communication platforms and multi-functional printer

Notifications: 

• This position is security-sensitive.

• This position requires up to 2% travel to local meetings, conferences, and or TEEX locations.

• This position adheres to a daily work schedule but may be required to occasionally work beyond normal work hours as directed by supervisor.

• 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 Administrative and General Office Support for the Human Resources Dept. 80%:

• Serves as a resource for the office by answering applicant/finalist questions, directing calls, and providing web/system assistance

• Completes background checks and degree verifications

• Assists in the coordination of daily work flow and the resolution of complex, highly sensitive and confidential matters

• Provides advanced administrative support to the employment and compensation departments

• Ensures adherence to policies and procedures within the office and assists in the development of office procedures

• Assists applicants/finalist through onboarding processes and follow up

• Assist with meetings, appointments, and scheduling

• Pulls reports from HR Databases and Workday

• Promotes teamwork by actively participating in meetings/events and assists others with projects during down times, etc.

Maintains TEEX Database and Department Files-10%:

• Enters employment and compensations items in HR Access Databases and Workday

• Safeguards confidential records

• Coordinates the maintenance of files and record retention

Provides Administrative Support to Other Programs - 10%:

• Provides administrative support as needed throughout the HR Department

• Assists other programs with administrative tasks

• Assists in training others in providing excellent customer service

• Cross trains across with other Human Resources administrative team to ensure efficiency and depth

• Provides input into the development and improvement of processes

Other Duties:

• Attends training and/or meetings

• Maintains a clean and professional appearance

• Performs 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/AffirmativeAction/Veterans/Disability Employer committed to diversity.