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Texas Alcoholic Beverage Commission · 1 day ago

Administrative Assistant III (San Antonio)

San Antonio, TX

Full-time

Hybrid

Mid Level

3+ years exp

The Texas Alcoholic Beverage Commission is seeking an Administrative Assistant III to perform complex administrative support work for the Enforcement Division. The role involves providing internal administrative support, maintaining filing systems, preparing reports, and ensuring data integrity while delivering exceptional customer service.

GovernmentNon ProfitPublic Safety

No H1B

Responsibilities

Prepares and disseminates information concerning agency programs and procedures

Reviews and records essential information to ensure data integrity and confidentiality

Prepares, edits, and distributes correspondence, reports, studies, forms, and documents

Maintains and arranges meeting appointments, schedule, travel arrangements for Regional Enforcement staff

Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines. May also answer routine questions related to licensing/auditing

Maintains enforcement records to include in-office appointments

Tracks time associated with enforcement personnel for all engagements requested by outside agencies

Provides exceptional customer service to both internal and external customers

Tracks time associated with enforcement personnel for all engagements requested by outside agencies

Provides exceptional customer service to both internal and external customers

Provides administrative support associated with maintaining the office (filing, phone, scheduling, & postage log if applicable)

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

Maintains and reports record retention files

Ensures all information received for Licensing is date stamped and distributed to the appropriate licensing analyst or Supervisor

Works with the capital inventory custodian to ensure all Licensing equipment is accounted for and safeguarded

Answers phone lines and respond to inquiries; and explains rules, regulations, policies, and procedures

Creates and maintains spreadsheets and/or databases for area as needed; prepares reports and final documents

Establishes and maintains interrelated record-keeping systems. Reviews and proofreads documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations. Inputs, modifies, and updates data in systems and records as necessary

Maintains files and updates to computer database systems for work activities dealing with enforcement tasks

Conducts research on forms and/or computer database system to resolve customer service inquiries/issues

Complete all annual training assignments and attends other occupational training as required

May prepare and compile presentation and training materials

May coordinate agency-hosted training sessions

Performs other duties as assigned

Qualification

Microsoft OfficeAdministrative proceduresElectronic data managementCustomer serviceProfessional communicationRecord keepingProblem solvingConfidentiality

Required

Graduation from a standard senior high school or equivalent

Three (3) years' full-time experience in clerical or administrative support work

Knowledge of general office practices and administrative procedures

Knowledge of business terminology, spelling, punctuation, and grammar

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

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others

Ability to analyze and solve work related problems

Ability to work independently, perform as a self-starter and meet critical deadlines

Ability to follow instructions and communicate effectively both orally and in writing

Ability to maintain confidential and sensitive information

Ability to maintain files and records

Ability to make mathematical computations and tabulations

Ability to implement administrative procedures and evaluate their effectiveness

Ability to work under pressure, to perform multiple tasks to meet simultaneous deadlines

Ability to interpret rules, regulations, policies, and procedures

Ability to deal with the agency employees and the public in a professional manner

Possess a valid Texas driver's license, if applicable