Administrative Assistant III (Houston)

Administrative Assistant

This posting is open until filled. Applications will be reviewed weekly and those meeting minimum requirements will be sent to the hiring manager for further consideration. Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Audit and Investigations Division. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. NOTE: All new administrative assistants may be required to attend the New Auditor Academy or other mandatory trainings, either in person or remotely. These trainings may involve overnight travel to another regional area or office within the state. Scheduling for the New Auditor Academy is dependent on availability.

Essential Job Functions

• 30% Provides administrative support and technical assistance to staff for investigations:
• Assists with the review, assignment, and follows up with staff on investigation activities involving complaints, various types of inspections, and complaint-based investigations.
• Reviews Cash/Credit law (CCL) incidents report bi-monthly, assigns CCL investigations to staff, and assists with monitoring resulting administrative cases assigned.
• Assembles case settlement documents to include the narratives for cases that have reached seven or more CCL incidents (violations) and schedules settlement dates with permit/license holders.
• Verifies documents submitted to Audit for bank freezes or bank errors by the permit/license holder to determine validity of the violation(s).
• Verifies and data enters "reported in error" letters into computer system (ARTS) so that violation is removed from the permit or license holder's account.
• 30% General Office Management Duties
• Provides administrative support associated with maintaining the office (filing, phone, mail, counter traffic, scheduling, & postage log if applicable)
• Answers routine general questions related to licensing, code, rules, and marketing practices issues.
• Maintains a level of office supplies for the division to include submission of orders that are needed and completion of divisional purchase requests, requisitions, and receiving reports.
• Schedules travel arrangements for staff as needed.
• Works with the capital inventory custodian to ensure all auditing equipment is assigned to auditors and safeguarded.
• Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines.
• Answers audit phone lines and responds to inquiries; and explains rules, regulations, policies, and procedures.
• Generates routine and special correspondence, reports, case notes, data entry, etc.
• Monitors field staff's Daily Activity Reports (DARS) and notifies management of discrepancies.
• 25% Maintenance of Auditing files to include food and beverage, local distributor, excise tax, and private club audits.
• Reviews, assigns, tracks, and reports to management status of overdue assignments.
• Reconciles completed audits (monthly) with status of audits in computer system (ARTS) and reported audits on the system audits closed (SSRS) report.
• Maintains files, updates computer database system, and pulls scheduled monthly reports of work activities for management review.
• 15% Education and Other Work Activities.
• Maintains and schedules education initiatives and retailer responsibility (REAP) classes that are taught by audit staff.
• May assist with educational events at schools, industry groups, and the public.
• Processes Ad Valorem Tax requests for the collection of city and county delinquent tax notifications received from headquarters. Schedule case settlements for license/permit holders who did not pay the outstanding taxes within the specified time-period (21 days).
• Performs other work activities as assigned.

Minimum Qualifications:

Education: Graduation from a standard senior high school or equivalent.

Experience: Three (3) years' full-time experience in clerical or administrative support work. Applicable Substitutions: Education and experience may be substituted for one another. (Completion of thirty semester hours of college will substitute for one year of experience.)

Registration, Certification or Licensure:

• Possess a valid Texas driver's license, if applicable
• Additional certifications may be required to be registered, certified, or licensed in a specialty area

Knowledge:

Knowledge of general office practices and administrative procedures.

Skills:

Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat. Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.

Abilities:

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.

Ability to multi-task and meet deadlines.

Ability to deal with the agency employees and the public in a professional manner.

Physical Requirements/Supplemental Information:

Travel Requirement%: 10%

Reports To: Manager IV (Regional Manager)

Office Location: 10777 Northwest Freeway Suite 700 Houston, TX 77092

Workplace Information:

This position functions in a standard office environment. Must be able to move around the office to access filing cabinets, office equipment and move up to 20 pounds. Must be able to communicate and exchange information via phone, computer, in person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines.

This position is expected to work in the office but may be eligible for situational or hybrid telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours.

Texas Alcoholic Beverage Commission