Administrative Assistant I

Job Title

Perform highly complex (journey-level) supervisory, administrative and technical work to accomplish assigned objectives related to program operations of the Driver License Division.

Essential Duties/Responsibilities:

• Assign, train, and supervise the work activities of staff and monitor workflow and workload to ensure quality work is completed timely and in compliance with state and Federal laws and Division policy.
• Oversee the performance of a variety of technical, training, research, planning, policy, program assessment, and administrative activities.
• Serve as liaison to Manager and Assistant Manager in managing duties and responsibilities in their absence.
• Recommend and prepare requesting action to fill vacancies; chair and serve on interview boards and provide recommendations on applicant suitability.
• Develop and implement techniques for evaluating programs and oversee program evaluation activities.
• Communicate with other internal and external customers to ensure effective teamwork and quality customer service is provided.
• Establish program goals and objectives; develop and approve schedules, priorities, and standards for achieving objectives; administer performance evaluations, counsel and mentor assigned employees regarding their performance; approve assigned employees’ leave requests; maintain applicable employee records.
• Participate in the development, implementation, and coordination of program policies, procedures, new major programs, and provide ongoing training to assigned employees to ensure consistency.
• Provide guidance to employees in handling difficult or complex problems in assigned program area.
• Prepare program management and productivity reports and studies.
• Develop productivity metrics, and help staff achieve program goals and objectives.
• Review/update software specification documents, attend meetings, and participate in committee work as assigned.
• Research and analyze applicable/proposed laws, rules, federal and state regulations, files and/or records and confer with program staff to ensure appropriate interpretation or application of pertinent laws as they pertain to the Division.
• Conduct and review special investigations, complaint investigations, and administrative inquiries.
• Oversee and maintain offices(s), equipment and any assigned fleet vehicles, including but not limited to maintaining inventory, replacement, maintenance, inspection, and repairs through proper agency procedures and policy.
• May perform check rides, process transactions, and administer road skills (drive test) exams.
• May perform audits of bank records and deposits.
• Prepare and conduct seminars and presentations to internal and external Division stakeholders and customers regarding assigned program area.
• May travel to conduct training to a wide variety of individuals.
• Direct, develop, and evaluate projects using accepted project management methodologies; includes multiple meetings with sponsors and key stakeholders.
• Compose schedules, reports and budget expenditures.
• Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
• Perform other duties as assigned.

General Qualifications and Requirements:

• Education: Graduation from an accredited four-year college or university with a major in business management or a related field.
• Experience: Minimum of one (1) year of progressively responsible work experience in office management or in administration of government or business programs. One (1) year of experience in a lead or supervisory capacity is preferred.
• Substitution Note: Additional work experience of the type described or other related education may be substituted for one another on a year-for-year basis.
• Licensure and/or Certification: If driving is required, must possess a valid Texas driver license from state of residence.
• Regulatory knowledge: Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.
• Supervisory/Managerial/Leadership skills: Knowledge of management and supervisory methods and principles, performance and productivity standards, and fiscal/budget management. Able to develop plans, policies, and procedures for efficient workflow and overall effectiveness, and provide clear direction to subordinates; promote teamwork and be able to motivate others to accomplish goals.
• Interpersonal Skills: Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers. Must demonstrate DPS’ core values: Integrity, Excellence, Accountability, and Teamwork.
• Organizational and Prioritization Skills: Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.
• Presentation/Communication Skills: Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.
• Research and Comprehension: Must demonstrate ability to quickly and efficiently access relevant information, and be able to utilize and/or present research and conclusions in a clear and concise manner.
• Analytical Reasoning/Attention to Detail: Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.
• Technology (computers/hardware/software/operating systems): Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), and appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.
• Confidentiality and Protected Information: Must demonstrate an ability to responsibly handle sensitive and confidential information and situations, and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.
• Safety: Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.
• Travel and/or Schedule: This position requires the possibility of extended work hours as early as 7:00 am to as late as 8:00 pm. Weekend work may be required.

Physical and/or Environmental Demands:

• Environment: Office, Outdoors, Vehicle; Ambulatory skills, e.g. stand, walk, sit; Hand-eye coordination and arm/hand/finger dexterity; Ability to speak, hear, and exercise visual acuity; Ability to transfer weights of thirty (30) pounds anticipated for this position; Driving requirements: Occasional - short trips 1-2 times per month; Travel requirements: In city and statewide up to 3 days per week.

State of Texas Benefits and Retirement Information:

Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing. A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change. A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary. Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

Due to the high volume of applications we do not accept telephone calls. Only candidates selected for interview will be contacted. State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.