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TJJD - Administrative Assistant II - (GID) 00032585 (00032585)

Organization: TEXAS JUVENILE JUSTICE DEPARTMENT

Primary Location: Texas-Giddings

Work Locations: Giddings 2261 James Turman Road Giddings 78942

Job: Office and Administrative Support

Employee Status: Regular

Schedule: Full-time

Standard Hours Per Week: 40.00

State Job Code: 0152

Salary Admin Plan: A

Grade: 11

Salary (Pay Basis): 2,538.26 - 2,820.29 (Monthly)

Number of Openings: 1

Overtime Status: Non-exempt

Job Posting: Apr 26, 2023, 3:31:41 PM

Closing Date: Ongoing

Description

****THIS POSITION IS AVAILABLE TO TJJD EMPLOYEES ONLY***

HOW TO APPLY

Complete a State of Texas Application for Employment and the following additional forms (available at http://www.tjjd.texas.gov/index.php/doc-library/category/304-forms):

TJJD Employment Application Supplement (HR-003)
Child Abuse Registry Check Consent Form (HR-028)
Disclosure of PREA Employment Standards Violation (HR-975)
Authorization to Release Information (HR-074)
Failure to complete and submit the above forms will cause delays in your consideration for this position.

Apply Online at https://capps.taleo.net/careersection/644/jobdetail.ftl?job=00032585&tz=GMT-05:00 and attach to the application the above additional forms along with copies of high school/college diploma(s), copy of official college transcripts, any licenses/certifications, and, if a military veteran, any Certificate of Release or Discharge from Active Duty (DD Form 214).

Apply through Work-In-Texas at https://www.workintexas.com/vosnet/loginintro.aspx. You will also need to complete and attach to the application the supplemental questions/forms indicated above along with a copies of high school/college diploma(s), copy of official college transcripts, any licenses/certifications, and, if a military veteran, any Certificate of Release or Discharge from Active Duty (DD Form 214). The additional forms are available at: http://www.tjjd.texas.gov/index.php/doc-library/category/304-forms) and can be submitted via email to: hrjobsgiddings@tjjd.texas.gov.

Apply via Email to hrjobsgiddings@tjjd.texas.gov. Send completed application, supplemental questions/forms, and copies of high school/college diploma(s), copy of official college transcripts, any licenses/certifications, and, if a military veteran, any Certificate of Release or Discharge from Active Duty (DD Form 214).

PLEASE NOTE

Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment (month & year), supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete. Resumes do not take the place of this required information.

Applicants must be able to pass a Criminal Background Check and any other requirements listed under Minimum Qualifications.

BENEFITS

State of Texas Benefits and Retirement Information can be found at https://www.ers.texas.gov. Benefits include: Retirement plan, paid group health & life insurance for employee, paid holidays, paid vacation leave, paid sick leave, longevity pay, educational assistance program, employee assistance program. Optional add-on benefits include: Dental, Vision, Optional Life Insurance, Voluntary AD&D Insurance, Dependent Health & Life insurance, Health & Dependent care flexible spending accounts, etc. Additionally, certain designated positions are eligible for hazardous duty pay, career ladder advancements, and free meals while on duty.

GENERAL DESCRIPTION

Performs routine (journey-level) administrative support or technical program assistance work. Work involves preparing and disseminating information, maintaining tracking and records management systems, entering and verifying data in automated systems, reviewing case files, completing forms and reports, and providing administrative support to management and staff. Work requires frequent contact/collaboration with internal and external staff as well as the public. May train others.

Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. May be required to work in excess of 40 hours per work week and occasional travel.

ESSENTIAL FUNCTIONS

Prepares and disseminates information concerning agency programs, services, and procedures.

Prepares, edits, and distributes correspondence, documents, forms, reports, publications, brochures, and studies.

Performs general office duties such as processing incoming/outgoing mail; maintaining and ordering supplies and assisting with general human resources work.

Maintains and retrieves files; and conducts data searches to retrieve data.

Enters and maintains data in and retrieves data from databases.

Maintains various tracking and records management systems.

Coordinates travel arrangements and reservations and prepares and processes travel documents.

Responds to inquiries and requests for information/records; and provides general interpretation of rules, regulations, policies, and procedures.

Assists with answering and routing incoming phone calls, taking messages, and greeting and directing visitors to the appropriate staff.

Assists others in completing forms.

Assists in compiling and entering data for spreadsheets, charts, graphs, databases, summaries, or reports.

Assists in scheduling and providing support for meetings, conferences, seminars, and interviews.

Assists in the planning and execution of agency programs.

May interact with others in coordinating activities.

May assist in conducting the semi-annual inventory of fixed assets.

May train others.

Reports any presence or perception of racial, ethnic, and gender disparities.

Performs a variety of related duties not listed, to be determined and assigned as needed.

Performs all duties in compliance with agency safety policies and procedures:
• Reports safety hazards and corrects hazards when possible.
• Completes required documentation in the event of an accident/injury within requested time frames.

Attends work on a regular and predictable schedule in accordance with agency attendance and leave policies.

Qualifications

MINIMUM QUALIFICATIONS

Experience in administrative support, secretarial, clerical, or general office work in a field relevant to the assignment.

This position is subject to mandatory pre-employment drug testing and any offer of employment is contingent upon acceptable results from a drug screen conducted for the agency.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The following physical demands and working conditions are representative of those encountered while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Analyzing
Ability to communicate effectively, orally and in writing
Ability to see
Ability to hear (with or without aid)
Lifting up to 25 lbs.
Carrying up to 25 lbs.
Pulling
Pushing
Sitting
Repeated bending

Climbing stairs
Operate motor equipment

Depth perception
Reaching above shoulder
Manual/finger dexterity

Dual simultaneous grasping
Identify colors
Alphabetizing

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of:
• Business English, spelling, and punctuation.
• Office practices and administrative procedures.
• Records management rules, regulations, policies, procedures, and techniques.
• Agency policies and procedures.

Skill in:
• The use of a personal computer, applicable software, and other standard office equipment.
• Office organization.
• Answering phones and greeting visitors.
• Public and human relations.

Ability to:
• Develop special administrative analysis/summaries from staff reports and recommendations for review by a supervisor.
• Prepare routine/special correspondence, reports, studies, forms, and documents.
• Perform data entry functions.
• Implement administrative procedures.
• Interpret rules, regulations, policies, and procedures.
• Understand and follow complex written and oral instructions.
• Establish and maintain strict confidentiality of sensitive information.
• Communicate effectively, both orally and in writing.
• Work effectively under pressure and in stressful conditions.
• Type with appropriate speed and accuracy for assignments.
• Prepare and maintain accurate records, files, and reports.
• Organize a professional work environment.
• Prioritize and manage multiple tasks; plan, organize, and coordinate work assignments; and meet deadlines.
• Be flexible and adapt to various situations.
• Establish and maintain effective working relationships with others.
• Train others.
• Work in excess of 40 hours per work week and travel occasionally.

VETERANS
In order to receive veteran’s preference, a copy of your DD Form 214 (Certificate of Release or Discharge from Active Duty), VA disability rating (if applicable), or a DD Form 1300 (Report of Casualty) must be attached to your application.

Go to https://texasskillstowork.com/, https://www.onetonline.org/, or http://www.careeronestop.org/ for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.

Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Administrative Support MOS Codes.

ADDITIONAL INFORMATION
If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

Only candidates selected for an interview will be contacted.

Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center (https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en), you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.

Thank you for considering employment with the Texas Juvenile Justice Department.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Texas Juvenile Justice Department does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in employment or the provision of services.