Administrative Associate III

Job Description:

Administrative Associate III

Description

Job Title
Administrative Associate III

Agency
Texas A&M Engineering Extension Service

Department
Texas Engineering Extension Service

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 services to the TEEX Testing & Innovation Center. Duties include assisting with clerical and administrative support, processing technical service offerings information to include participant registration, data input, and drafting correspondence. Responsible for the purchasing of office supplies, maintaining inventory, invoicing and tracking customer payments, the Centers financial tracking, and assisting the Center staff with proposal and project tracking. Supports testing and conference preparation efforts and in-field events.

This position reports to the TEEX Testing & Innovation Center Director.

Required Qualifications:

• High School Diploma or GED
  
• Three years of experience in general office, clerical, customer relations, or basic financial tracking and invoicing processes.
  

Required Licenses/Certifications:

• Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
  

Preferred Qualifications:

• Associates or Bachelors Degree from an accredited college or university.
  
• Four or more years of customer relations experience.
  
• One or more years of experience assisting with tracking and processing project finances.
  

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 moving, maintaining office supplies, training materials, academic records, and/or training documents.
  
• Some lifting/carrying of light to moderately weighted office and online training reference materials, documents, supplies, records, certificates.
  
• Ability to travel independently to other locations by driving.
  
• Some outdoor field support of testing at TEEX and A&M System training and research facilities.
  

Knowledge, Skills, and Abilities:

• Working knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer.
  
• 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 and proprietary information and maintain confidentiality.
  
• Ability to work in a demanding and fast-paced environment.
  
• Ability to attend professional development opportunities and seek personal growth.
  
• Demonstrated positive attitude and work ethic.
  
• Ability to exhibit punctuality by arriving to work and scheduled events on time.
  
• Strong attention to detail and accuracy in processing.
  
• Ability to answer Teams telephone system, set up teleconference meetings 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:

Administrative and General Office Support - 80%

• Processes customer requests, offers technical assistance and provides information on conference/summit registration.
  
• Processes and tracks correspondence, proposals, invoices and routine documents.
  
• Communicates any issues related to technical assistance deliveries to the Center staff.
  
• Receives and processes all assigned participant registration data and technical assistance packets for Center led conferences and summits.
  
• Maintains a variety of fiscal, administrative, and records (i.e. research reporting, NDA’s, project invoices, annual budget status).
  
• Researches and gathers data for events, procedures and special reports as required.
  
• Promotes teamwork by participating in staff meetings, makes recommendations for process improvement or administrative changes.
  
• Assists in the development of procedures, including complex or specialized functions Explains, applies, interprets, and communicates policies and procedures.
  
• Adheres to policies and procedures within the office and assists in the development of office procedures.
  
• Promotes teamwork by participating in meetings and helps teammates as required during downtime.
  

TEEX Database & Program Records - 10%

• Maintains TEEX database and program records.
  
• Enters scheduled technical assistance offerings and changes into TEEXAPPS program.
  
• Invoices customers and tracks financial status of programs and center.
  
• Conducts closeout procedures for programs and projects.
  
• Creates, maintains, completes, and reconciles technical assistance and research information in TEEXApps according to State, TAMUS and TEEX policies.
  

Other Administrative/Divisional Support Duties - 10%

• Provides input into the development and improvement of office procedures.
  
• Generates e-mails and reports as needed.
  
• Attends trainings, promotional events, and other events held by TEEX.
  
• Assists with other TEEX events 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.