Administrative Assistant- II Intake Processing – Holliday Unit (008673 008350)

Job Summary Performs routine administrative support work. Work involves providing administrative support

including disseminating information; assisting with maintaining filing systems; and preparing and

editing reports and documents. Works under moderate supervision with limited latitude for the use

of initiative and independent judgment.

Essential Functions

• Prepares, edits, and distributes correspondence and other documents ensuring conformance to

rules, regulations, policies, and procedures.

• Files and maintains forms, records, and reports; compiles, organizes, and tabulates data;

performs data entry and retrieval; and prepares related reports.

• Maintains logs of work progress, document processing, and other records.
• Answers telephones; responds to requests for information; and answers inquiries regarding

rules, regulations, policies, and procedures.

• Scans intake documents into the Electronic Data Management System (EDMS) and performs

quality control checks on scanned records.

• Performs criminal information searches and retrieval using Texas Department of Public Safety

criminal history system access.

• Performs a variety of marginal duties not listed, to be determined and assigned as needed.

Minimum Qualifications

• Education, Experience, and Training
• Graduation from an accredited senior high school or equivalent or GED.
• Customer service, clerical, secretarial, administrative support, or technical program support

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: http://www.tdcj.texas.gov/divisions/hr/hr-home/tletseligibility.html

Knowledge and Skills

• Knowledge of office practices and procedures.
• 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 to interpret and apply rules, regulations, policies, and procedures.
• 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 preferred.

• Skill in the use of Microsoft Office Suite or equivalent to include word processing,

spreadsheet, database, or presentation software programs preferred.

• Skill to type 45 words per minute (with no more than 10 errors) preferred.

Additional Requirements With Or Without Reasonable Accommodation

• 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.

• 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.

• Equipment (machines, tools, devices) used in performing only the essential functions include

computer and related equipment, calculator, copier, fax machine, telephone, dolly, and

automobile.