Administrative Assistant I (Records Assistant) - Texas Parks and Wildlife

Administrative Assistant I (Records Assistant)

Salary: $2,599.14 Monthly

Location: Austin, TX

Job Type: Regular Full Time

Division: Support Resources

Job Number:19-00279

Branch: RECORDS MANAGEMENT

Closing: 2/12/2019 11:59 PM Central

Work Address: TPWD Records Management, 4044 Promontory Point, Suite 1, Austin, TX 78744

Hiring Contact: Melissa Laneman, (512) 804-2545 ext. 201

General Description

Under the direction of the Records Manager, this position is responsible for administrative support to the Records Management Unit and Texas Parks and Wildlife's Records Management Officer and Records Management Program.  Provides TPWD division staff with record storage, filing, retrieval, destruction and publication assistance. Responsible for maintaining records, files, compiling reports, answering and routing calls, and creating purchase orders and ordering office supplies.  Assists with daily operational tasks and maintenance of Records Center facility.  Provides records circulation, inventory control and retrieval services for TPWD staff.  Utilizes a records storage tracking system to retrieve records, create and edit inventory, verify transactions and create labels.  Works under close supervision, with minimal latitude for the use of initiative and independent judgment.  Performs additional duties as assigned.  Complies with all Agency, Division and Branch rules, regulations and procedures. 

MINIMUM QUALIFICATIONS:
Education: Graduation from High School or GED.

Experience:

  • Two years experience in administrative support duties, clerical, inventory control work or records database;

  • Two years experience in customer service;

  • Experience with desktop computer and standard desktop software.

Licensure:       

  • If driving is required, applicant must possess a valid State driver's license.

PREFERRED QUALIFICATIONS:

Experience:

  • Experience working in records management and/or in a records storage center; 

  • Experience moving boxes and files within a records storage center;

  • Experience using a records-tracking inventory system;

  • Experience working with microfilm records;

  • Experience with operation of light to medium weight equipment such as a palletjack, shelving ladder, material carts;

  • Knowledge of Oracle or CAPPS systems.

Knowledge, Skills and Abilities

  • Knowledge of general office procedures;

  • Knowledge of administrative and clerical procedures and systems such as word processing systems, filing and records management systems, forms design principles and other office procedures and terminology;

  • Knowledge of government records retention policies and procedures;

  • Knowledge of basic accounting and purchasing procedures for State of Texas;

  • Knowledge of digital scanning, imaging application and related standards;

  • Knowledge of spreadsheet creation;

  • Skill in using MS Word, Excel and Outlook;

  • Skill in basic databases and software applications;

  • Skill in effective verbal and written communication;

  • Skill in providing quality customer service in a courteous and professional manner;

  • Skill in effective interaction with staff at all levels of the department and other state agencies and organizations;

  • Skill in establishing and maintaining effective work relationships with co-workers and work-related contacts;

  • Ability to accurately follow instructions;

  • Ability to compile statistics and create reports;

  • Ability to implement administrative procedures; to interpret rules, regulations, policies and to communicate effectively;

  • Ability to assist in training others;

  • Ability to work as a member of a team;

  • Ability to perform manual labor including, lifting supplies and materials up to 40 lbs.;

  • Ability to conduct work activities in accordance with TPWD safety program.