Administrative Assistant

Administrative Assistant

Organization: Library and Archives Commission

Primary Location: Texas-Austin

Work Locations: Lorenzo de Zavala Bldg 1201 Brazos St Austin 78701

Job: Office and Administrative Support

Employee Status: Regular

Schedule: Full-time

Standard Hours Per Week: 40.00

State Job Code: 0156TX

Salary Admin Plan: A

Grade: 15

Salary (Pay Basis): 3,600.00-4,050.00 (Monthly)

Number of Openings: 1

Overtime Status: Non-exempt

Job Summary: The Administrative Assistant performs highly complex (senior level) administrative support for the Archives and Information Services Division. The position disseminates standard information regarding division policies and procedures to employees and the public. This position performs clerical and administrative functions for the division and works closely with Purchasing and Accounting Staff to coordinate acquisition of supplies and equipment. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.

Essential Tasks: Performs all administrative and clerical functions of the division; Serves as the Purchasing Liaison for the division; Serves as the Records Management Coordinator for the division; Answers high volume telephone and refers or responds to departmental electronic mail; Assists with special projects as assigned by the Division Director; Performs other duties as assigned. Attends work regularly in accordance with agency leave and attendance policies; Complies with all applicable agency policies and procedures including safety and standards of conduct.

Other Tasks: None

Qualifications: Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the fields for related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. Please call Human Resources at View phone number on click.appcast.io with questions or for additional information. Additional Military Crosswalk information can be accessed at

Minimum Qualifications: High School diploma or equivalency; Three years of progressively responsible Administrative Assistant work; Two years of public contact experience; One year of experience working with automated systems including data entry.

Preferred Qualifications: College courses in computer science, human resources, English, or related fields; Experience explaining rules, regulations, policies, or procedures to the public; Experience using Microsoft Office Suite, including Outlook, Word, and Excel; Experience with Adobe Acrobat Pro; Experience creating online and PDF forms; Experience creating/maintaining databases and spreadsheets; Experience purchasing goods services and equipment. Experience with state of Texas purchasing rules and regulations; Experience with CAPPS; Experience maintaining office files; Experience following records retention and disposition schedules; Completion of State of Texas first level Purchasing certification.

Knowledge Skills and Abilities: Knowledge of business English, composition, and spelling; Knowledge of office practices and administrative procedures; Excellent customer service skills; Ability to process multiple assignments efficiently and accurately; Ability to move boxes weighing up to 35 lbs.

Environmental/Physical Conditions: Normal office work environment, with occasional outside environmental conditions during special events. May have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but will involve moving; standing; remaining stationary for long periods of time; pulling and pushing; kneeling, stooping, and bending; and safely moving items weighing up to 35 pounds. Work involves telephone usage and repetitive motions while operating the computer. Normal cognitive abilities including the ability to learn, recall, and apply certain practices and policies. Travel may be required to attend meetings/events in support of division activities. Position has frequent contact with external customers which requires a professional demeanor. Non-smoking work environment.

Other Requirements: College transcripts required if claiming college coursework. The successful candidate must pass a criminal history check. Reporting Relationships: Reports to the Director, Archives and Information Services Division. No supervisory responsibility.