Texas Department of Motor Vehicles

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DPS - THP - Administrative Assistant II

at Texas Department of Motor Vehicles

Posted: 2/26/2019
Job Status: Full Time
Job Reference #: 00004288
Keywords: data entry, office

Job Description

 **** THIS JOB HAS BEEN REOPENED. THOSE WHO HAVE ALREADY APPLIED DO NOT NEED TO REAPPLY. ****

 

PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. In order to complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. Go to CAPPS Recruit to Sign In https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en

 

GENERAL DESCRIPTION

 

Performs routine (journey-level) responsible secretarial and routine administrative support work for the Highway Patrol Service. Prepares reports, forms, memoranda, etc. Performs data entry and generates statistical summaries. Answers correspondence and telephone calls, screens and/or routes calls, or takes messages. Answers procedural and general information questions. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

 

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met. 15P, 36B, 42A, 56M, 68J, 88H, 88N, 89A, 89B, 92A, 92Y, AZ, LS, MC, PS, RP, SN, YN, YNS, 360, YN, 0100, 0111, 3372, 6046, 0102, 0170, 4430

 

ESSENTIAL DUTIES / RESPONSIBILITIES

 

1. Process warrant dispositions including maintaining and daily updating a recall warrant data bank list and a file on all local active warrants.

 

2. Maintain applicable records on accidents, firearm qualifications, and performance observations.

 

3. Check mobile phone records for approval.

 

4. Order and maintain records for postage distribution.

 

5. Maintain a list of personnel for the district by station.

 

6. Obtain statistical information as requested; type and edit documents; maintain records and prepare monthly reports on budget expenditures.

 

7. Generate and review car reports, travel vouchers, and other forms for accuracy and completeness.

 

8. Receive and respond to calls, inquiries, etc.; receive, sort, and distribute incoming mail; prepare outgoing mail, and order office supplies as necessary. 

 

9. Order and maintain inventory of supplies; update office calendar of appointments, activities, meetings, etc.

 

10. Update and maintain manuals; maintain employee time records; and maintain files for the Regions, including repairs, assignments, and calibration.

 

11. Operate in other capacities, including sale of accident reports and vehicle inspection certificates.

 

12. May act as notary public for voluntary statements, complaints, depositions, etc.

 

13. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.

 

14. Perform other duties as assigned.

 

 



Qualifications

GENERAL QUALIFICATIONS and REQUIREMENTS:

 

Education - Graduation from a standard senior high school or the equivalent.

Experience – Minimum of two (2) years' experience performing general office work including the experience of operating a database.

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.

Regulatory Knowledge – Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures. 

Licensure and/or Certification – May have a Notary Public certification or acquire a Notary Public. Must possess a valid driver license from state of residence.

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.

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. 

Communication Skills – Must be able to construct and deliver clear, concise, and professional memorandum 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 perform mathematical calculations, type accurately, 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) – Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.  Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

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.

PHYSICAL and/or ENVIRONMENTAL DEMANDS:

  

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

• Environment: Office;

• 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 50 pounds anticipated for this position;

• Driving requirements: Occasional (10%)

 

State of Texas Benefits and Retirement Information: https://www.ers.texas.gov/


DPS employee who is selected for a position in their current salary group and state title will be transferred with no salary change.


DPS employee who is selected for a position in their current salary group with a new state title may receive an increase up to 3.4%.


Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

Employment testing is required for candidates selected to go before the oral interview board. Candidates will be notified via email provided on the application of the required test(s).


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.