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Job Description
Job Title
Administrative Associate III
Agency
Texas A&M Engineering Extension Service
Department
Emergency Service Training Institute
Proposed Minimum Salary
$18.50 hourly
Job Location
College Station, Texas
Job Type
Staff
Job Description
The Administrative Associate III, under general supervision, provides administrative support and customer service to an individual, team, department, or group within TEEX. Duties include assisting with administrative support to include preparing files, maintaining records and documents, compiling, and verifying information using simple calculations and standard procedures. Inputs data into a tracking database or system. Processes documents or responds to requests for information from internal or external customers by phone or e-mail. May perform general office tasks such as copying, mailing, and ordering supplies and maintaining inventory.
This position reports to the Administrative Operations Program Manager.
Required Qualifications:- High School Diploma or GED.
- Three years of experience in general office, clerical, or customer relations.
Required Licenses/Certifications:- Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
Preferred Qualifications:- Bachelor’s Degree from a four-year university.
- Five years of experience in general office, clerical, or customer relations.
Physical Requirements:- Ability to sit for extensive periods of time in an office environment.
- Ability to communicate verbally and in writing.
- Regular use of computer/keyboard.
- Physical conditioning consistent with moving and maintaining office supplies, training materials, academic records, and/or training documents.
- Some lifting/carrying of office and online training reference materials, documents, supplies, records, certificates up to 20 lbs.
- Ability to travel independently to other locations by driving.
Knowledge, Skills, and Abilities:- Intermediate knowledge of word processing, spreadsheet, data entry applications, standard office equipment, and computer using Microsoft Office 365 suite.
- Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and/or any other rules as determined by Agency compliance.
- Excellent customer service skills.
- Ability to multitask and work cooperatively with others.
- Strong verbal and written communication skills, analytical, interpersonal, and organizational skills.
- The ability to interact respectfully and professionally with customers and others (students, vendors, staff, etc.).
- Ability to work productively in teams or independently as needed.
- Ability to work with sensitive information and maintain confidentiality.
- Ability to work in a demanding and fast-paced environment.
- Ability to attend professional development opportunities and seek personal growth.
- Demonstrated positive attitude and work ethic.
- Ability to exhibit punctuality by arriving to work and scheduled events on time.
- Strong attention to detail and accuracy in processing.
- Ability to answer Microsoft Teams telephone system, screen calls and route to additional staff as needed.
- Ability to actively demonstrate the TEEX Values - Safety, Teamwork, Adaptability, Respect, and Stewardship.
Equipment:- Frequent use of standard office equipment: computer, keyboard, communication platforms and multi-functional printer.
Notifications:- This position is security sensitive.
- This position may require work beyond normal office hours and/or work on weekends.
- This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.
- All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.
- As part of TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head.
- Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.
Essential Duties, Tasks, and Percentages:
Provides Administrative and General Office Support - 80%- Processes customer requests, offers technical assistance, and provides information on student registration.
- Processes training certificates.
- Conducts closeout procedures for each assigned class, to include proper reporting of attendance, grades, pass/fail/incomplete, generates certificates, and scanning course folders for record retention.
- Communicate any issues related to course delivery to the Administrative Coordinator II.
- Receives and processes all assigned student data registration and course completion packets.
- Researches and gathers data for special reports and proposals as required.
- Conducts and maintains inventory of course materials and supplies.
- Orders course materials and supplies when needed and in accordance with printing and shipping deadlines.
- Packs and ships course materials and supplies to course locations and provides shipping confirmation to project leads and other points of contact as required.
- Promotes teamwork by participating in staff meetings, makes recommendations for process improvement or administrative changes.
- Assists in the development of procedures, newsletters, checklists and other documents, including complex or specialized functions.
- Explains, applies, interprets, and communicates policies and procedures.
- Adheres to policies and procedures within the office and assists in the development of office procedures.
Maintains TEEX Database and Program Records - 10%- Enter scheduled classes and changes into TEEXAPPS program.
- Creates, maintains, completes, and reconciles class information in TEEXApps and class folders according to State, TAMUS and TEEX policies.
- Maintains a variety of fiscal, administrative, and academic records (i.e. class & student exception reports, and clear online suspect data registration errors).
- Reconciliation of classes to ensure quality control of class records.
Other Administrative/Divisional Support Duties - 10%- Provides input into the development and improvement of office procedures.
- Generate e-mails and reports as needed.
- Attends training, promotional events, and other events held by TEEX.
- Assists with Annual School when needed.
Other Duties:- Participates in professional development opportunities.
- Participates in Agency Initiatives (CoP, etc.).
- Maintains and safeguards assigned divisional equipment and property.
- Maintains a clean and professional appearance.
- Maintains an orderly and clean workspace.
- Performs other work duties as assigned.
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
Equal Opportunity/Affirmative Action/Veterans/Disability Employer. - High School Diploma or GED.
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ABOUT THE COMPANY
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TEEX Texas A&M Engineering Extension Service
Show moreIt comes down to saving lives. From providing emergency responders to disasters across the state and nation to developing training and practical workforce solutions, TEEX makes a difference worldwide. More than 174,000 people representing every U.S. state and 109 countries are served annually through on-site and online resources for specialties from homeland security to economic development and workforce training.
Home to some of the world’s top training facilities, the emergency preparedness campus in Bryan/College Station includes the Brayton Fire Training Field, Disaster City® and the Emergency Operations Training Center. Customized TEEX training programs develop practical solutions for each client’s need through hands-on instructional facilities for public utilities, law enforcement and unexploded ordinance training at the home campus or at customer-specified locations worldwide.
Texas A&M Task Force 1 and Texas Task Force 2, the state’s elite urban search and rescue teams, are sponsored by TEEX. Throughout its existence, TX-TF1 has served the state of Texas and the nation by participating in over 100 deployments, completing search and rescue missions with highly trained and qualified personnel.
As part of the National Domestic Preparedness Consortium and home to the National Emergency Response and Recovery Training Center, TEEX has been leading homeland security training since 1998.
The major TEEX programs include fire and rescue, infrastructure and safety, law enforcement, economic and workforce development, and homeland security. As a member of The Texas A&M University System, TEEX is unique in its ability to access a broad range of emerging research and technical expertise. Beginning with course design and development all the way through hands-on instruction and national certification testing, TEEX delivers comprehensive training through both classroom and hands-on instruction and as online courses. Hosting services for online courses, technical assistance and technology validation, and bilingual training and translation services also are available.
By placing safety and well-being above all and by focusing on prevention and response, TEEX has become a comprehensive training provider through more than 80 years of extension training. Working with other agencies and encouraging involvement has led to better fire safety and emergency response, cleaner drinking water, better roads and infrastructure, improved homeland security, safer workplaces, heightened public safety and security, new therapeutics manufacturing and the evolution of cybersecurity.
Through innovative programs and adaptive outreach, TEEX services are created to train the people who expand the security, occupational and economic development of Texas and beyond.
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