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Job Title

Administrative Associate II

Agency

Texas A&M Engineering Extension Service

Department

Digital Printing Services

Proposed Minimum Salary

Commensurate

Job Location

Job Type

Staff

Job Description

The Administrative Associate II makes a difference by providing direct support to TEEX Digital Printing Services. The Administrative Associate II will utilize their administrative and organizational skills in processing department online orders, packet all paperwork required for customer orders, problem solving customer special instructions, researching best value on consumables, procurement of supplies, and proper backup documentation for vendor payment. In addition, this position maintains department shipments and reconciles returned shipments. The Administrative Associate II will also have direct customer contact to help monitor their satisfaction and resolve customer complaints and problems when interacting with customers face to face.

This position will report directly to the Director, Digital Printing Services.

Required Qualifications:

+ High School Diploma or GED.

+ 2 years of related administrative experience.

Equivalency: Will consider an associate’s or bachelor's degree in a related field with no 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

+ Bachelor’s Degree from accredited college or university.

+ 4 years of related experience in general office or clerical work with aspects of customer service.

+ Experience working with customers.

Physical Requirements:

+ Ability to use a computer and keyboard for extended periods of time.

+ Ability to communicate orally and in writing.

+ Ability to remain stationary for long periods of time.

Knowledge, Skills, and Abilities:

+ Ability to communicate effectively and develop a positive working relationship with staff and customers.

+ Knowledge of Microsoft Suite applications.

+ Knowledge of principles and processes for providing customer and personal services, including customer needs assessments and meeting quality standards for services.

+ Ability to multitask and work cooperatively with others.

+ Effective verbal and written communication skills.

+ Ability to work productively in teams or independently as needed.

+ Ability to operate computer/keyboard/telephone.

+ Ability to communicate orally and in writing.

Equipment:

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

Notifications:

+ This position is security sensitive.

+ 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.

Essential Duties, Tasks, and Percentages:

Provide Administrative Support for Digital Printing Services – 65%

+ Receives, sorts, and routes mail and perform other mail services if needed.

+ Verifies, processes, and reviews forms, reports, and other documents.

+ Assists with planning arrangements for meetings, appointments, conferences, and/or travel, as needed.

+ Receives and processes customer orders by verifying order details, checking inventory, and preparing items for shipment.

+ Completes purchasing documentation for orders or purchases made.

+ May deliver or pick up documents, supplies, equipment, or materials.

+ Performs word processing, desktop publishing, presentation, and/or data management activities, and assists staff with the use of these applications.

+ Composes correspondence, runs reports, reviews and edits program materials, as needed including editing and proofreading.

+ Greets visitors, answers and screens customer calls or emails.

+ Answers general questions regarding program procedures and course information.

+ Interacts positively and professionally with other staff members and students.

+ Scans department records and backup documents for archiving

+ Orders or purchases office supplies and maintains basic equipment needs.

+ Processes customer payments via departments payment software and hardware.

Provide shipping support for Digital Printing Services – 25%

+ Generates accurate shipping labels and packing slips for timely shipping and delivery.

+ Prepares shipments for transport by staging and secures items for shipping courier.

+ Maintains accurate inventory records of sufficient shipping stock to fulfill orders and minimizes delays.

+ Receives and stocks incoming goods by receiving new inventory and ensuring they are stored properly.

+ Manages inventory levels by monitoring stock levels and alerts management of potential shortages.

+ Tracks shipments by m onitoring the progress of shipments and provides updates to customers.

+ Ensures timely delivery by monitoring daily courier pickups are on time and in the correct condition.

+ Handles documentation and compliance through preparing necessary paperwork, such as bills of lading and customs declarations.

+ Reconciles returned and undeliverable shipments by working with shipping courier of reasons for return packages and contacting the customer for proper address.

Other – 10%

+ Attends and participates in program related meetings and conferences at the request of the Training Manager, which may require travel and overnight stay.

+ Assists other programs with administrative tasks as approved by the training manager.

+ Promotes teamwork by participating in meetings and offering assistance during down times as requested by the training manager.

+ Safeguards confidential records and payment information

+ Other 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.