Administrative Associate III

Job Description:

Administrative Associate III

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 will provide administrative support to the Emergency Services Training Institute’s (ESTI) Private Sector Industrial Program. This will include processing customer requests for training and technical assistance. This position will process student information to include student registration, set up class folders for all programs as assigned by your supervisor, data input, print certificates, prepare invoices, issue E-tokens, and correction notices. This role may also maintain office supplies and equipment and prepare the credit card statement for office supplies and equipment. Research and gather data for special reports as required by Coordinators and Program Managers. Handle multiple tasks while positively and professionally interacting with customers and staff at all levels.

This position reports to the Senior Administrative Coordinator.

Required Qualifications:

• High school diploma or equivalent.
  
• Three years of general office or administrative related experience.
  

Required Licenses/Certifications:

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

Preferred Qualifications:

• Three years of related experience in general office or clerical work, to include working in Microsoft Suite applications, spreadsheet software applications, and customer service.
  

Physical Requirements:

• Must be able to use computer, keyboard, and answer telephones.
  
• Must be able to move office supplies and files.
  
• Must be able to remain stationary for long periods of time as required by office environment.
  
• Ability to travel independently by vehicle to other local TEEX locations.
  

Knowledge, Skills, and Abilities:

• Ability to effectively communicate both orally and in writing.
  
• Ability to positively and professionally interact with customers and staff in a cooperative and collaborative environment.
  
• Must be experienced with word processing, spreadsheets and database applications, including Microsoft Suite applications.
  
• Must be able to handle multiple tasks simultaneously and manage a heavy workload
  
• Report to work on time and duty assignments on time.
  
• Maintain a clean and neat appearance.
  
• Ability to work with sensitive information and maintain confidentiality.
  
• Strong interpersonal and organizational skills.
  

Equipment:

• Standard office equipment: computer, keyboard, multifunctional printer, telephone.
  

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.
  
• This position may require work beyond normal office hours and/or work on weekends.
  
• 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.
  
• This position requires travel up to 5% to other local TEEX locations.
  

Essential Duties, Tasks, and Percentages:

Provides day-to-day support to the Private Sector Industrial Program - 80%

• Answer phones for the program on a daily basis, as needed.
  
• Help customers with any registration requests/problems.
  
• Investigate and research customer complaints and offer problem resolutions.
  
• Data entry of student information and student enrollment and scheduling.
  
• Prepare student certificates and transmit as necessary.
  
• Process all student information to include (student registration, data input, print certificates, prepare invoices, process payment and correction notices).
  
• Ensure forms are complete and accurate to ensure requirements are met.
  
• Assist with tracking purchase orders as needed.
  

Provide day-to-day administrative support - 15%

• Manage the Letter of Agreements (LOA) process for the program.
  
• Perform collection inquiries for all past due accounts.
  
• Provide input into the development and improvement of office procedures.
  
• Order office supplies and reconcile the pro card for the program.
  
• Research and gather data for special reports as required.
  

Other Duties as Assigned - 5%

• Positively and professionally interact with internal and external customers and others.
  
• Follow all TAMUS, TEEX, and ESTI policies and regulations.
  
• Report to work at a designated time.
  
• Maintain an organized and clean work area.
  
• Work required overtime as deemed necessary.
  
• Participate in Annual Professional Development.
  
• Demonstrate the Employee Code of Conduct and Stars Values.
  
• Perform additional 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/Veterans/Disability Employer.