Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M Engineering Extension Service

Department

Institute for Law Enforcement & Protective Services Excellence

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

2 positions to be filled

Full-time

Bryan, Texas

$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.

Required Qualifications:

• High School Diploma or GED

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

Required Licenses/Certifications:

Preferred Qualifications: 

• Four years of customer relations experience working with student records

Physical Requirements: 

• 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

Equipment: 

• Standard office equipment: computer, keyboard, multifunctional printer, Teams Phone

Notifications: 

• 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.