Administrative Assistant III - Institutional Parole - Parole Division - Angleton (720194)

JOB SUMMARY

Performs complex administrative support work. Work involves providing administrative support including disseminating information; assisting with maintaining filing systems; preparing and editing reports and documents; and providing guidance to others. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Participates in the planning and execution of an agency program; coordinates work with departments of the agency; assists in the development of administrative and technical assistance policies and procedures; and reviews and seeks solutions to problems.

B. Prepares, edits, and reviews correspondence, reports, records and other documents for accuracy and completeness, ensuring compliance with agency rules, regulations, policies, and procedures; and prepares and distributes findings to regional administration.

C. Reviews the maintenance and coordination of parole operations inmate correspondence, records, files, and data entry to include document-tracking processes; and recommends procedural improvements.

D. Assists in compiling data, making calculations, and preparing reports; and maintains filing, record keeping, and records management systems.

E. Performs criminal information searches and retrieval using Texas Department of Public Safety criminal history system access. F. Trains others; and develops and presents training materials to agency staff. * Performs a variety of marginal duties not listed, to be determined and assigned as needed

MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

• Graduation from an accredited senior high school or equivalent or GED.
• One year full-time, wage-earning customer service, clerical, secretarial, administrative support, technical program support, or criminal justice experience. Fifteen semester hours from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE) may be substituted for each six months of experience.
• Computer operations experience preferred. * Must have or be able to obtain a certificate of course completion for the Texas Law Enforcement Telecommunications System (TLETS) policy and procedures training from the Texas Department of Public Safety within six months of employment date. Must meet and maintain TLETS access eligibility for continued employment in position. For details see:

B. Knowledge and Skills

• Knowledge of office practices and procedures.
• Knowledge of business terminology, spelling, punctuation, and grammar.
• Knowledge of applicable state and federal laws, rules, regulations, and statutes.
• Knowledge of case processing for parole, parole-in-absentia, and transitional planning preferred.
• Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.
• Skill to communicate ideas and instructions clearly and concisely.
• Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
• Skill in administrative problem-solving techniques.
• Skill to interpret and apply rules, regulations, policies, and procedures.
• Skill to review technical data and prepare technical reports.
• Skill to prepare and maintain accurate records, files, and reports.
• Skill in the use of computers and related equipment in a stand-alone or local area network environment.
• Skill to train others.
• Skill to type 45 words per minute (with no more than 10 errors) preferred.

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 15-44 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.

B. Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.

C. Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile