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.