Texas Department of Motor Vehicles

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RRC - Administrative Assistant II/Surface Mining & Reclamation (SMRD)

at Texas Department of Motor Vehicles

Posted: 7/27/2019
Job Status: Full Time
Job Reference #: 00006003

Job Description

General Description

The Railroad Commission of Texas seeks an administrative assistant to provide journey-level administrative and technical support in the Surface Mining and Reclamation Division's (SMRD's) records management area. This position will provide an opportunity to work with records in one of the largest coal producing states in the country alongside a team of dedicated, technical staff of various professional backgrounds.


Essential Job Duties

•Organizes, indexes, files, maintains and retrieves coal mining permit application documents and associated correspondence in the records area.
•Performs data entry and retrieval on correspondence tracking system and on web-based financial reporting system.
•Prepares, copies and distributes mail.
•Assists the general public with open records requests received in person, by phone, mail and/or e-mail.
•Gathers statistical information for staff reports.
•Copies or scans file information for distribution to Commission staff or the public .

•Creates and maintains documents, spreadsheets in PC-based software applications such as MS Word, MS Excel.
•Answers multi-line phone and transfers calls as needed for the main SMRD phone line.
•Prepares, organizes and uploads legal, letter, and large format paper maps and records for digital archiving and access.
•Removes staples, repairs torn documents, restores folded documents, and mounts documents for digital archiving.
•Sorts, logs, and maintains records for scanning process.
•Reviews scanned files stored online against hard copies of surface mining records for quality assurance check.
•Researches records to ensure records are complete in preparation for scanning.
•Researches documents on microfiche.
•Researches records for internal requests and inquiries.
•Assist staff attorney(s) in preparing records and exhibits for hearings.
•Performs additional related essential tasks as required to maintain production workflow.

• Must be able to work 8:00 M - 5:00 PM Monday-Friday.



State Classification #: 0152
State Classification Title: Administrative Assistant II

Salary Group: A11


Military Occupational Specialty Codes (MOS):
Army – 15P, 56M
Navy – 641x
Coast Guard – 360, YN
Marine Corps – 0111
Air Force – 3A1X1


Additional Military Crosswalk information can be accessed at: http://www.hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf


Minimum Qualifications

High School Diploma or GED/equivalent

Twelve (12) months or more of professional office, or related professional administrative, experience.


Knowledge, Skills, and Abilities


Knowledge of office practices and procedures, including the use of general office equipment (copier, fax, printer, scanner, multi-line phones).
Skill in utilizing Microsoft Office, Outlook and other Windows-based PC software applications.
Skill in basic arithmetic and reading comprehension.
Skill in sorting, organizing, and prioritizing workload.
Skill in communicating effectively, both orally and in writing.
Must be able to push, pull, bend, reach, lift and carry files/boxes up to thirty (30) pounds.
Must be able to stand for long periods of time making copies.
Must be able to sit for long periods of time stamping documents.
Ability to work on tasks requiring meticulous attention to detail and maintain a high level of accuracy.
Ability to maintain professional protocol and demeanor when assisting internal and external clients.
Ability to work under pressure and complete work within established deadlines.
Desire to take initiative
Ability to work effectively on a team.
Ability to work independently.

Ability to work 8:00 AM to 5:00 PM Monday through Friday.



Remarks: There is one available position. Official transcripts, DD214 or DD1300, copies of license/certifications, or other minimum requirement validations will be requested at the time of the job offer.


Due to the high volume of applications we do not accept telephone calls. Only candidates selected for interview will be contacted. Notifications to applicants are sent electronically to the email address you provide.


The Railroad Commission of Texas is an Equal Opportunity Employer and does not
discriminate on the basis of race, color, national origin, sex, religion, age
or disability in employment or in the provision of services.
The Railroad Commission of Texas is a smoke-free workplace