Administrative Assistant III (Houston)

General Description ----------------------- This posting is open until filled. Applications will be reviewed weekly and those meeting minimum requirements will be sent to the hiring manager for further consideration. Performs complex (journey\-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Audit and Investigations Division. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. NOTE: All new administrative assistants may be required to attend the New Auditor Academy or other mandatory trainings, either in person or remotely. These trainings may involve overnight travel to another regional area or office within the state. Scheduling for the New Auditor Academy is dependent on availability. Essential Job Functions --------------------------- 30% Provides administrative support and technical assistance to staff for investigations: Assists with the review, assignment, and follows up with staff on investigation activities involving complaints, various types of inspections, and complaint\-based investigations. Reviews Cash/Credit law (CCL) incidents report bi\-monthly, assigns CCL investigations to staff, and assists with monitoring resulting administrative cases assigned. Assembles case settlement documents to include the narratives for cases that have reached seven or more CCL incidents (violations) and schedules settlement dates with permit/license holders. Verifies documents submitted to Audit for bank freezes or bank errors by the permit/license holder to determine validity of the violation(s). Verifies and data enters “reported in error” letters into computer system (ARTS) so that violation is removed from the permit or license holder’s account. 30% General Office Management Duties Provides administrative support associated with maintaining the office (filing, phone, mail, counter traffic, scheduling, \& postage log if applicable) Answers routine general questions related to licensing, code, rules, and marketing practices issues. Maintains a level of office supplies for the division to include submission of orders that are needed and completion of divisional purchase requests, requisitions, and receiving reports. Schedules travel arrangements for staff as needed. Works with the capital inventory custodian to ensure all auditing equipment is assigned to auditors and safeguarded. Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines. Answers audit phone lines and responds to inquiries; and explains rules, regulations, policies, and procedures. Generates routine and special correspondence, reports, case notes, data entry, etc. Monitors field staff’s Daily Activity Reports (DARS) and notifies management of discrepancies. 25% Maintenance of Auditing files to include food and beverage, local distributor, excise tax, and private club audits. Reviews, assigns, tracks, and reports to management status of overdue assignments. Reconciles completed audits (monthly) with status of audits in computer system (ARTS) and reported audits on the system audits closed (SSRS) report. Maintains files, updates computer database system, and pulls scheduled monthly reports of work activities for management review. 15% Education and Other Work Activities. Maintains and schedules education initiatives and retailer responsibility (REAP) classes that are taught by audit staff. May assist with educational events at schools, industry groups, and the public. Processes Ad Valorem Tax requests for the collection of city and county delinquent tax notifications received from headquarters. Schedule case settlements for license/permit holders who did not pay the outstanding taxes within the specified time\-period (21 days). Performs other work activities as assigned. MQs, KSA, License/Certifications ------------------------------------ Minimum Qualifications: Education: Graduation from a standard senior high school or equivalent. Experience: Three (3\) years' full\-time experience in clerical or administrative support work. Applicable Substitutions: Education and experience may be substituted for one another. (Completion of thirty semester hours of college will substitute for one year of experience.) REGISTRATION, CERTIFICATION OR LICENSURE: Possess a valid Texas driver’s license, if applicable Additional certifications may be required to be registered, certified, or licensed in a specialty area Knowledge Knowledge of general office practices and administrative procedures. Skills Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat. Skilled in exhibiting polite and professional communication via phone, e\-mail, in person and mail. Abilities Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others. Ability to multi\-task and meet deadlines. Ability to deal with the agency employees and the public in a professional manner. Physical Requirements/Supplemental Information -------------------------------------------------- TRAVEL REQUIREMENT%: 10% This position functions in a standard office environment. Must be able to move around the office to access filing cabinets, office equipment and move up to 20 pounds. Must be able to communicate and exchange information via phone, computer, in person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. This position is expected to work in the office but may be eligible for situational or hybrid telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours. REPORTS TO: Manager IV (Regional Manager) OTHER INFORMATION: Military Information: MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE: Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptionsThe Texas Alcoholic Beverage Commission adheres to the Military Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code. Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. Supplemental Information: The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1, 2009, are required to remit a surcharge each month the return\-to\-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge. More than one position may be filled from this posting. Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered. The Immigration Reform and Control Act of 1986 require all new employees to present proof of eligibility to work in the United States within three (3\) days of being hired. The Texas Alcoholic Beverage Commission participates in E\-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I\-9 to confirm work authorization; For more information, see: https://www.e\-verify.gov/about\-e\-verify/what\-is\-e\-verify Benefits:Regular (Non\-Commissioned) Employees Health Insurance Employees are provided comprehensive health coverage which includes prescription drug and vision benefits. Full time (30 hours or more a week) employees: the State pays 100% of the employee's premium and 50% of the dependent's premium. Part time employees: the State pays 50% of the employee's premium and 25% of the dependent's premium. Newly hired employees must complete a 60 day waiting period to receive health insurance benefits unless they are a direct transfer from another agency that participates in the Employees Retirement System of Texas Group Benefit Plan. Dental Coverage Employees and eligible dependents may enroll in a choice of dental insurance plans or a dental discount plan and pay a monthly premium. There is no waiting period for dental coverage. Tax Free Savings Accounts Employees may enroll in a flexible spending medical and/or dependent care account. These accounts increase take home pay by allowing employees to pay for planned out\-of\-pocket health and day care costs tax\-free. Retirement When an employee qualifies, there is security in receiving monthly annuities upon retirement from State employment. Payments are based upon average salary, service credit and retirement date. All employees hired on or after September 1, 2015 will become immediate members of the State Employee Retirement System (ERS) by contributing a portion of their pre\-tax monthly salary (9\.5%) into a personal state retirement account. The State also contributes a percentage of your salary to the ERS retirement fund (not your personal state retirement account). To assist employees in meeting their retirement goals, employees may participate in a 401(k) or 457 Plan. Employees may contribute on a pre\-tax or Roth after\-tax basis. Life Insurance Upon enrollment in State health coverage, employees receive $5000 in Basic Term Life Insurance with $5000 of AD\&D (Accidental Death and Dismemberment) coverage at no cost. Employees may enroll in Optional Term Life Insurance and elect 1 or 2 times their annual salary. Employees can also apply for 3 or 4 times their annual salary through Life Evidence of Insurability (Life EOI). Each election provides an equal amount of AD\&D coverage. Premiums are calculated based upon age, salary and level of coverage purchased. For a premium, additional Voluntary AD\&D coverage is available. Employees may choose an amount of coverage starting at $10,000 up to $200,000\. Employees may also enroll eligible dependents. Dependent Term Life is available for a minimal monthly premium. The benefit includes $5000 term life with $5000 AD\&D for covered family member. Texas Income Protection Plan (TIPP): Short Term and Long Term Disability If an employee is unable to work due to a qualifying disability, this benefit pays part of an employee's salary for a set period of time. Premiums are based upon monthly salary. Annual and Sick Leave Upon hire, employees begin accruing annual and sick leave hours. Employees may utilize accrued sick leave immediately upon hire. Accrued annual leave is available to use after six months of continuous State service. Annual leave is earned based upon years of creditable state employment. Paid Holidays Employees are granted several paid federal and state holidays throughout the year.