Part-Time DPS Administrative Assistant

JOB DESCRIPTION

WORKING TITLE: PART-TIME ADMINISTRATIVE ASSISTANT

DEPARTMENT: TEXAS DEPARTMENT OF PUBLIC SAFETYHIGHWAY PATROL

REPORTS TO: THP 6B04 SERGEANT/ADMINISTRATIVE ASST

CLASSIFICATION: GROUP 58

GENERAL DESCRIPTION

This position provides administrative and secretarial support to the Highway Patrol Sergeant Office. Answers high volume of telephone calls, provides general information to the public. Maintains and distributes incoming traffic and criminal citations to appropriate courts. Notarizes and redistributes completed complaints to the various courts.

ESSENTIAL RESPONSIBILITIES AND DUTIES

1. Schedules meetings and appointments, assembles related documents and takes minutes of meetings.
2. Organizes detailed reporting packets for Weekly Activity Reports, Monthly Activity Reports and Crash statistic reports often with a short reporting deadline and maintains office files according to State guidelines.
3. Tracks departmental reports and forwards reports and information to Regional and District offices.
4. Receives and posts invoices and work orders. Reconciles purchase card statements. Researches and obtains quotes from approved vendors.
5. Composes or drafts routine and/or confidential departmental memos, letters, reports and forms. Reviews departmental correspondence for typographical accuracy, proper format and conformance with departmental procedures.
6. Answers telephone calls, records messages, greets visitors, takes and distributes subpoenas. Receives faxed reports from other Highway Patrol offices statewide; sells Crash reports to individuals and document retrieval companies.
7. Notifies Troopers of court schedules and prepares various documents and items required for distribution.
8. Frequently communicates with the Justice Courts and County and district Courts in Burnet, Blanco, Llano Lampasas and Williamson counties.
9. Regular attendance, performance of physical demands and the environmental factors listed below are also essential functions for this position

ADDITIONAL RESPONSIBILITIES

1. Process high volume of traffic complaints as they are required by the various courts.
2. Process crash reports and criminal case reports.
3. Copy in-car video to tape or DVD to submit to the courts with case reports.
4. Interacts with people accused of crimes in person, phone or correspondence.
5. Process daily deposits and electronic remittance reports; retrieve mail and distribute accordingly.
6. Perform other duties as required and/or requested.

EDUCATION REQUIREMENTS

High School diploma or equivalent required.

EXPERIENCE AND SKILLS

Experience working with Microsoft Office applications such as Outlook, Word and Excel. Working knowledge of business machines. Excellent knowledge of business practices and English grammar. Ability to communicate clearly both orally and in writing and to maintain confidentiality. Ability to file alphabetically and numerically. Must be able to work with co-workers, employees and management in a pleasant, professional manner. Must be able to work under pressure in a high volume office, produce accurate work and meet established deadlines. Must be mature, dependable, resourceful and able to work independently. Ability to work with material that may be of a sexual nature relating to criminal activity, i.e. verbal language, written material or photographs. Ability to handle photographs and/or video of a disturbing nature related to serious or fatal crash investigations.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Position involves sitting at a desk or other workstation, typing, filing, making copies, standing and communicating to other county personnel, elected officials, external agencies and the general public. Work is primarily indoors in an air-conditioned, smoke free office. Continuous work at a computer keyboard. This is a FLSA nonexempt position.

SPECIAL CONDITIONS

None #J-18808-Ljbffr Burnet County