Administrative Assistant IV - Admissions - Classification and Inmate Transportation Division - Huntsville (028447)

I. JOB SUMMARY 

Performs highly complex administrative support work. Work involves providing and coordinating administrative support including disseminating information; maintaining filing systems; preparing and editing reports and documents; and providing guidance to others. Works under limited supervision with moderate latitude for the use of initiative and independent judgment. 

II. ESSENTIAL FUNCTIONS 

A. Participates in the scheduling and coordination of inmate admissions into the Substance Abuse Felony Punishment Facility (SAFPF), Special Alternative to Incarceration Program (SAIP), state jail facilities, and prisons; receives, compiles, and reviews records concerning inmate admissions; assists in the development of administrative and technical assistance policies and procedures related to admission processes; and prepares and assembles information for administrative review and action. 

B. Reviews and audits inmate admission documents and packets for accuracy and notifies county officials of changes; researches and reviews legal sources to include statutes, administrative records, mandates, case law, articles, opinions, and various rules and regulations; and assists in compiling and analyzing data, making calculations and preparing reports and recommendations to ensure agency compliance with inmate release calculations, rules, regulations, statutes, mandates, and court decisions. 

C. Conducts complex quality control reviews for error identification and correction of documents and records ensuring completeness, accuracy, and compliance with laws, statutes, and court documents; and identifies and resolves discrepancies and returns documents and records for corrections and to obtain missing documents. 

D. Interprets and responds to inquiries regarding rules, regulations, policies, and procedures; and provides information and technical assistance to staff, supervisors, inmates and their families, and other organizations and agencies. 

E. Provides inmate admissions process training; and assists in planning, organizing, and assigning the work of others. 

* Performs a variety of marginal duties not listed, to be determined and assigned as needed.

III. MINIMUM QUALIFICATIONS 

A. Education, Experience, and Training 

1. Graduation from an accredited senior high school or equivalent or GED. 

2. Two years full-time, wage-earning customer service, clerical, secretarial, administrative support, technical program support, or criminal justice experience. Fifteen semester hours from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE) may be substituted for each six months of experience. 

3. Inmate classification experience preferred. 

4. Computer operations experience preferred. 

B. Knowledge and Skills 

1. Knowledge of office practices and procedures. 

2. Knowledge of business terminology, spelling, punctuation, and grammar. 

3. Knowledge of applicable state and federal laws, rules, regulations, and statutes. 

4. Knowledge of court cases and how they impact inmate time calculations. 

5. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred. 

6. Skill to communicate ideas and instructions clearly and concisely. 

7. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public. 

8. Skill to interpret and apply rules, regulations, policies, and procedures. 

9. Skill in problem-solving techniques. 

10. Skill in the use of computers and related equipment in a stand-alone or local area network environment. 

11. Skill to prepare and maintain accurate records, files, and reports.

12. Skill to review technical data and prepare technical reports. 

13. Skill to train others. 

14. Skill to plan, organize, and assign the work of others. 

15. Skill to type 45 words per minute (with no more than 10 errors) preferred. 

IV. ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION 

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 15-44 lbs., perceive depth, operate a motor vehicle, and operate motor equipment. 

B. Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane. 

C. Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.

Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years.  Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week.  If any of this information is not provided, your application may be rejected as incomplete 

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview.  Whenever possible, please give the hiring representative sufficient time to consider and respond to your request. 

Only candidates selected for an interview will be contacted. 

*Outside applicants will be required to submit to pre-employment drug testing as a condition of employment.* 

Questions regarding this posting may be directed to: 

Zilleah Ross
Human Resources Headquarters
2 Financial Plaza, STE 600
Huntsville, TX   77340
PH (936) 437-3150
EMAIL [email protected]

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

Military Crosswalk Guide - Prepared by the State Auditor's Office

Texas State Auditor's Office - Job Descriptions

The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.