Intake Administrative Assistant

Intake Administrative AssistantWorking title: Intake Administrative Assistant Class title: Administrative Assistant IV Posting No.: 0509-26 Opening Date: 05/12/2026 Closing Date: 05/27/2026 Location: North Campus, 1106 Clayton Ln., Austin, TX 78723 Class Code: 0156 FLSA: Non-Exempt Salary Group/Salary: A15, $23,006.52/yr. Division: Enforcement Number of positions: 1 (.5 part-time position)General Description Performs highly complex administrative support. Work involves answering and responding to phone calls and emails regarding complaints; data entry and prioritizing complaints; identifying indicators of trafficked persons; processing incoming and outgoing mail; maintaining and providing statistical data as requested; and supporting the Enforcement Division by performing other administrative duties. Work requires frequent contact with the public, licensees, government officials and department staff. Works under limited supervision, with moderate latitude for exercising initiative and independent judgment concerning priorities, methods, and procedures to accomplish assigned duties. This position reports to the Enforcement Intake Section Manager.This is a part-time, 20 hours/week position.Essential Job Functions • Provides guidance to other staff performing clerical and administrative work. • Answers the division's main phone lines, screens calls, and handles or forwards calls as appropriate. Performs receptionist duties for the division. • Processes incoming and outgoing mail for the division. • Monitors, responds to, and distributes emails appropriately to division staff for a timely response. • Reviews complaints to establish jurisdiction in accordance with the Complaint Resolution Procedures Manual, assigns the initial priority level in accordance with the Prioritization Schedule, and indicates whether the complaint includes any indicators of trafficked persons in accordance with division policies and procedures. • Performs data entry of complaints, including complaints filed with the agency in all regulated programs, in the division's case management system and other databases and updating supporting documentation received. • Logs complaints that lack sufficient information for a Respondent in the appropriate method, such as a spreadsheet, and sends the Complainant a closing letter. • Closes complaints that are not within TDLR's jurisdiction in the electronic case management system and sends the Complainant a closing letter. • Conducts administrative reviews of reports, documents, applications, or summaries to ensure administrative completeness by generating daily and monthly reports of statistics from the case management system. • Prepares and processes purchase requisitions. • Researches and explains the agency's laws, rules, policies, and procedures, both orally and in writing, to the public including complainants and respondents. • Completes special projects and provides other administrative support for the Intake Section as needed; • Performs duties in accordance division policies and procedures per the Complaint Resolution Procedures Manual, Enforcement Plan, Criminal Conviction Guidelines, Prioritization Schedules and Indicators of Human Trafficking. • Responds to complex inquiries regarding a technical program; or administrative regulations, policies, and procedures, including public information requests. • Consistently provides friendly, caring and professional customer service. • Complies with division and/or agency training requirements. • Demonstrates a spirit of teamwork, fosters camaraderie, offering positive and constructive ideas, encouragement and support to other members of the staff and team, while upholding the agency's Core Values. • Keeps management appropriately informed of ongoing activity and critical matters affecting the operation and well-being of the agency. • Adheres to all TDLR personnel policies and performs other related duties as assigned by the Senior Legal Assistant, Intake Manager or Director of Enforcement.Required and Preferred Qualifications • Graduation from a standard high school or GED equivalent required • Two (2) years of experience in administrative support work is required, including experience with filing and handling a large volume of files on a daily basis. (Sixty (60) semester hours of college coursework from an accredited college or university may be substituted for one year of the experience requirement.) • Willingness to work extra hours is required. • Graduation from an accredited four-year college or university is preferred. • Experience answering, screening, transferring, and/or handling phone calls or working in a customer service position is preferred. • Experience with record keeping and filing is preferred. • Experience in writing business correspondence is preferred. • Experience with an electronic case management system, such as Legal Files is preferred. • Experience with Microsoft Word, Excel, Outlook or other email system, Access, TEAMS, and internet research is preferred. • Bilingual in Spanish, Vietnamese, or Mandarin is preferred.Knowledge, Skills, and Abilities • Knowledge of general office practices and administrative procedures. • Skill in conflict resolution strategies. • Skill in the use of standard office equipment including computers, copiers, printers. • Skill in the use of computer software, including Microsoft Word, Excel, Access, Outlook and TEAMS. • Skill in research techniques, including Internet and database research. • Skill in the use of templates for drafting business correspondence using proper spelling, punctuation, sentence structure, and grammar. • Ability to organize tasks to perform work efficiently. • Ability to review work with an attention to detail. • Ability to maintain a case file system. • Ability to process certified and regular mail. • Ability to provide guidance to others. • Ability to work well with others in a team environment. • Ability to provide courteous and respectful communication with customers. • Ability to establish, maintain, and foster courteous, effective, and professional relationships. • Ability to answer a multi-line phone system and provide excellent customer service. • Ability to interpret and explain agency laws, rules, policies and procedures in a clear and concise manner.Physical and Mental Requirements • Must be able to sit or stand for extended periods of time, work well in stressful situations under strict deadlines, and operate standard office equipment and computer software. • Must be able to lift file boxes weighing up to 25 lbs.Military Occupational Specialty Codes: Veterans, Reservists, or Guardsmen with a MOS or additional duties or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are encouraged to apply.HOW TO APPLY To apply for a position, you must submit your application, resumé, and TDLR agency required application questions either online through the Texas Workforce Commission's WORKinTEXAS.com website or to TDLR via email by the closing date stated on the job posting. Applications submitted must be received the posting's closing date. When a job posting is listed as "Open Until Filled", it is best to apply as quickly as possible, as the posting may close or be placed on hold at any time with or without prior notification. Applications will NOT be accepted via mail, fax, or hand delivery. Incomplete applications may not be considered. If you desire an acknowledgement of the receipt of your application, you should apply via WorkInTexas and one should be auto generated by TWC. Only applicants interviewed will be notified of their selection or non-selection. All candidates recommended for IT, Lottery, and Bingo positions will be subject to an extensive criminal background investigation, including fingerprinting.SELECTIVE SERVICE REGISTRATION In accordance with legislation effective September 1, 1999, male candidates aged 18 to 25 are required to show proof of selective service registration (or exemption) prior to an offer of employment.E-VERIFY This employer participates in E-Verify and will provide the Social Security Administration (SSA) and if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.TDLR IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYERIn compliance with the Americans with Disabilities Act (ADA), TDLR will provide reasonable accommodation. If you are scheduled for an interview and require reasonable accommodation in the 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.