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 services to the Emergency Services Training Institute's (ESTI), Annual Schools Program. Duties include assisting with clerical and administrative support to students, greeting students, assisting training managers and training coordinators, answering telephones, and directing questions to the appropriate programs. This position is responsible for completing entry and closure of program classes into the CCM and TEEXApps system, as needed. This position is also responsible for assisting with the purchasing of office supplies and maintaining inventory, and submitting work orders for maintenance. This position reports to the Annual Schools Training Manager.

Required Qualifications:

• High School Diploma or GED

• Three years of 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

• Ability to speak and understand Spanish

Physical Requirements:

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

• Ability to communicate verbally and in writing

• Regular use of computer/keyboard

• Physical conditioning consistent with setting up classrooms, moving/maintaining office supplies, instructional materials, and training equipment

• Some lifting/carrying of office and online reference materials, documents, supplies, and training equipment; ability to lift, carry, load, or unload up to 30 lbs. of training equipment and instructional materials

• Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines

Knowledge, Skills, and Abilities:

• Working knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer

• 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

• 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 Training Manager.

• 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- 60%:

• Greets visitors and serves as an information resource for the Division

• Answers and screens phone calls, provides information and referrals, and schedules appointments

• Builds and maintains customer relationships and enhances interactions with program customers

• Conducts closeout procedures for each assigned class, to include proper reporting of attendance, generates certificates, and course folders for record retention

• Administers credit card reconciliation to assist Public Sector Program

• Processes certificates, invoices, and payment and correction notices

• Receives, sorts, routes mail, and performs other mail services for the Division

• Assists in maintaining the Annual Schools email account, screening emails, and forwarding them to the appropriate person

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

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

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

Maintains TEEX Database and Program Records-20%:

• Enters scheduled classes and changes into Course and Class Maintenance (CCM) program

• Reviews student records and requirements for annual schools’ classes; prior to vetting student into the class

• Performs data management activities to include Power BI reports and wage utilization reports

• Assists with scanning folders and records for different programs, as needed

• Creates, maintains, completes, and reconciles class information in TEEXApps and class folders according to State, TAMUS and TEEX policies

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

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

Other Administrative/Divisional Support Duties - 20%:

• Provides administrative support as needed to the Associate Directors and other programs

• Provides input into the development and improvement of office procedures

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

• Ensures office area is in an organized state

• Generates e-mails and reports as needed

• Attends trainings, promotional events, and other events held by TEEX

• Assists with other programs when needed

Other Duties:

• Participates in professional development opportunities

• Participates with Agency Initiatives (CoP’c, etc.)

• Maintains and safeguards assigned divisional equipment and property

• Maintains a clean and professional appearance

• Maintains an orderly and clean workspace

• 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.