Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M Engineering Extension Service

Department

Emergency Services Training Institute

Proposed Minimum Salary

$16.77 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate III, under general supervision, provides administrative support and customer service to an individual, team, department, or group within TEEX.  Duties include assisting with administrative support to include preparing files, maintaining records and documents, compiling, and verifying information using simple calculations and standard procedures.  You will input data into a tracking database or system.  You will process documents or responds to requests for information from internal or external customers by phone or e-mail. You may perform general office tasks such as copying, mailing, and ordering supplies and maintaining inventory. This position reports to the Rescue Program Director.

Required Qualifications:

• High School Diploma or GED

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

Required Licenses/Certifications: 

Preferred Qualifications: 

• Associates Degree from an accredited college or university

• Four years of customer relations experience working with student records

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 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

Knowledge, Skills, and Abilities:

• Intermediate knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer using Microsoft Office 365 suite

• 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 Microsoft Teams telephone system, screen calls and route to additional staff as needed

• Ability to actively demonstrate the TEEX Values – Safety, Teamwork, Adaptability, Respect, and Stewardship

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 5% travel to meetings, conferences, and/or other local TEEX locations.

• This position may require work outside of normal work duty hours as needed and approved by the Program Director.

• 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 Rescue Program- 70%:

• Serves as a resource for the office by answering advanced-level program/department/agency questions, directing calls, and providing web assistance

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

• Ability to actively demonstrate the TEEX Values – Safety, Teamwork, Adaptability, Respect, and Stewardship

• 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

• Provides advanced administrative support and maintains office schedules and appointments

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

• Plans for meetings, appointments and schedules new hire interviews

• Participates on the panel for interviews of new hires

• Coordinates the maintenance of files, records, office supplies, or equipment

• Maintains a variety of fiscal, administrative, and academic records (i.e. past due reports, class & student exception reports, and clear online registration errors)

• Processes correction notices for student refunds, and cost codes changes

• Receives and processes requests for student registrations; enters retrieves and verifies data accordingly

• Invoices customers and process cashiering payments

• Generates invoices for FEMA contracts

• Corresponds with customers in the purchase and issuance of E-Tokens to use as payment for Computer Based Training Classes

• Uses Wide Area Workflow Network to invoice federal clients

• Assists other programs with administrative tasks

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

• Promotes teamwork by participating in meetings and helps during down times

SMS/CCM Data-Entry-20%:

• Maintains an ESTI SMS Lead position

• Works with division programs to verify CCM and TEEX-Apps access twice a year for each system Enters class details and maintains student registration

• 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

• Safeguards confidential records and payment information

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

• Works monthly to clear suspect data and to close online computer-based classes in a timely manner

• Sets up new courses and ensure they appear on TEEX.org correctly

• Performs the monthly maintenance on all of the (15+) Rescue online classes including setting up new iterations each month, resolving suspect data, and closing out ending classes

• Maintains internal professional training records

Provides customer 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

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

• Maintains the Rescue Program Share Point Site

• Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies

Other Duties:

• Promotes teamwork by actively participating in team meetings and events and interacting positively and professionally with fellow staff members

• 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 Division/ 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.