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Job Title

Administrative Associate III

Agency

Texas A&M Engineering Extension Service

Department

Law Enforcement and Protective Services

Proposed Minimum Salary

$18.50 hourly

Job Location

Bryan, Texas

Job Type

Staff

Job Description

Administrative Associate III

$18.50/hour

1 Full-Time Position

The Role at a Glance

The Administrative Associate III makes a difference by providing direct support to the LAW Customer Care Center. Under general supervision this position provides administrative support and customer service to an individual, team, department, or group within Texas A&M Engineering Extension Service (TEEX). Duties include assisting with administrative support to include preparing files, maintaining records and documents, compiling, and verifying information using simple calculations and standard procedures. Inputs data into a tracking database or system. Processes documents or responds to requests for information from internal or external customers by phone or e-mail. May perform general office tasks such as copying, mailing, and ordering supplies and maintaining inventory.

This position reports to the Customer Service Manager.

Essential Duties, Tasks, and Percentages:

Provide Customer Service for the LAW Customer Care Center- 50%

+ Answers LAW main phone line via Teams Phone and routes to appropriate staff member when necessary.

+ Offers guidance for in-bound customer calls regarding LAW, course information, class schedules, registration information, etc. and explains/applies TEEX policies and procedures as needed.

+ Ensures student registration forms, instructor course host forms and other applicable forms are complete and accurate to ensure requirements are met.

+ Adds, verifies, retrieves, and changes customer registrations as necessary to prepare business office to take payment information.

+ Ensures purchase order preparation for invoicing is complete within the current training month, and completes the required correction notices as necessary.

+ Process customer transfers, complaints, etc.

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

+ Coordinates shipping of classroom materials to and from assigned training locations/instructors.

+ SMS data-entry: Enter class details.

Maintain TEEX database and program records for LAW Customer Care Center - 40%

+ Reviews class records and confirms attending students with their required payments for the classes.

+ Maintains student confidentiality and ensures sensitive student information is accurately processed for LAW class records to meet agency and state audit requirement.

+ Ensures sensitive student information is accurately processed for ILEPSE class records to meet agency and state audit requirements.

+ Creates, maintains, completes, and reconciles class information in TEEXApps and class folders according to State, TAMUS and TEEX policies.

+ Conducts class close out procedures for LAW courses.

+ Completes program specific paperwork and requirements as necessary, within State, System and/or contract deadlines.

+ Ensures appropriate student data is collected and maintained for TCOLE reporting.

Provides administrative support – 10%

+ Provides administrative support as needed throughout the division.

+ Assists in ordering course material, supports shipping of classroom materials to assigned instructors and course information packets to potential students.

+ Cross trains across the divisional programs to ensure efficiency and depth for the Customer Care group.

+ Provides input into the development and improvement of office procedures.

Additional Program/Division responsibilities:

+ Promotes teamwork by actively participating in team meetings and events and interacting positively and professionally with fellow staff members.

+ Assists in the creation and maintenance of the division desk references as needed.

+ Participates in staff meetings, assists others during downtime, etc.

+ Performs additional work duties as assigned

Qualifications of the Role

+ High School Diploma or GED.

+ Three years of experience in general office, clerical, or customer relations experience.

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

Equivalency: Will accept an associate’s degree in a related field and 1 year of experience in general office, clerical, or customer relations experience.

About Us

The Texas A&M Engineering Extension Service (TEEX) is an internationally recognized leader in emergency response training, workforce training, and technical assistance. Major TEEX competencies include fire and rescue, infrastructure and safety, law enforcement, cybersecurity, economic and workforce development, and homeland security. Every TEEX employee has a direct impact on Making a Difference to the professionals who respond to emergencies, safeguard communities, and ultimately save lives.

We are focused on enhancing organizational effectiveness by creating an optimal work environment that empowers employees to improve themselves and their communities. Additionally, we offer competitive salaries and benefits, value work/life balance, and support employees’ education and professional development.

Benefits You Can Expect from TEEX

+ Medical, dental, vision, life- and long-term disability insurance through The Texas A&M System (http://www.tamus.edu/benefits/) . TEEX contributes to employee health and basic life premiums. Family enrollment is available.

+ Automatic enrollment in the Teacher Retirement System of Texas.

+ 12-15 paid holidays per year.

+ Paid vacation and sick leave.

+ Wellness programs and release time.

+ Access to online learning platforms.

+ Educational reimbursement assistance and release time.

+ Leadership development programs

TEEX Employer Notices (https://teex.org/teex-employer-notices/) Military Crosswalk Info

Applications must either have all job application data entered or a resume attached. Not doing so could result in an incomplete submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

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.