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Job Description
Job Title
Administrative Associate III
Agency
Texas A&M Engineering Extension Service
Department
Emergency Services 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 Senior Administrative Coordinator.
Required Qualifications:- High School Diploma or GED.
- Three years of experience in general office, clerical, or customer relations experience.
Required Licenses/Certifications:- Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
Preferred Qualifications:- Associate’s degree from an accredited college or university.
- Four or more years of customer relations experience.
- Ability to speak and understand Spanish.
Physical Requirements:- Ability to sit/stand for extensive periods of time in an office environment.
- Ability to communicate verbally and in writing.
- Regular use of computer/keyboard.
- Physical conditioning consistent setting up classrooms, moving/maintaining office supplies, instructional materials, and training equipment.
- Some lifting/carrying of office and online reference materials, documents, supplies, and training equipment; ability to lift, carry, load, or unload up to 30 lbs. of training equipment and instructional materials.
- Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.
Knowledge, Skills, and Abilities:- Intermediate knowledge of word processing, spreadsheet, and 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.
- 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.
- Demonstrate a positive attitude and work ethic.
- 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%- Greets visitors and serves as an information resource for the Division.
- Answers and screens phone calls, provides information and referrals, and schedules appointments.
- Builds and maintains customer relationships and enhances interactions with program customers.
- Receives, sorts, routes mail and performs other mail services for the Division.
- Assists in maintaining the ESTI email account, screening emails, and forwarding them to the appropriate program.
- Assists with scheduling and maintaining the Fire Field Training Schedule and the H.D. Smith schedule.
- Submits vehicle mileage log monthly for the two Smith building vehicles.
- Adheres to policies and procedures within the office and assists in the development of office procedures.
- Orders and/or purchases office supplies and maintain basic equipment needs.
- Promotes teamwork by participating in meetings and helps during downtime.
- Performs data management activities to include Power BI reports and wage utilization reports.
- Assists with scanning folders and records for different programs into TEEXApps, as needed.
- 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. past due reports, class & student exception reports, and clear online registration errors).
Other Administrative/Divisional Support Duties - 20%- Provides administrative support as needed to the Associate Division Directors and other programs.
- Provides input into the development and improvement of office procedures.
- Delivers or picks up documents, supplies, equipment, or materials as necessary.
- Cleans and maintains supplies for the coffee areas in the Smith building.
- Generates 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 with Agency Initiatives (CoP’c, 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. -
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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