Administrative Assistant III -- Texas State Library & Archives Commission -- Austin, TX

Division: Information Technology Services
Position Title: Administrative Assistant III
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Work Location: 1201 Brazos - Austin, TX 78711
Working Hours: M-F 8-5
Salary Group: A13
Classification No. 0154/Administrative Assistant III
Job Posting No. 00041157
Monthly Salary: $3,057- $3,239 /Month
Date Job Available: May 1, 2024

Please paste the following URL into a browser to view the entire job posting in the CAPPS Career Section: Job Description - Administrative Assistant ITS (00041157) (

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Job Summary
The administrative assistant performs complex (journey-level) administrative support work for the Information Technology Services Division. Works under the general supervision of the ITS Operations Director, with moderate latitude for the use of initiative and independent judgment. Coordinate meetings, conferences, and seminars. Coordinate and schedule travel and appointments for professional staff. Maintain filing systems, including recording information, updating paperwork, or maintaining documents, records, correspondence, or other material. Prepares and disseminates information concerning Divisional programs, services, and procedures.

Essential Tasks

  • Performs administrative and clerical functions of Informational Technology Services Division.
  • Serves as the Purchasing Liaison for ITS; orders and maintains office supplies, materials, and equipment.
  • Assists ITS Director with compiling and editing data for charts, graphs, and databases, and prepare summaries or reports.
  • Serves as Administrative Services Division Records Manager.
  • Makes travel arrangements and processes travel documents for ITS staff.
  • Assists with special projects as designated by the Informational Technology Services Operations Director.
  • Functions as the ITS Safety Coordinator.
  • Performs other duties as assigned.
  • Attends work regularly in accordance with agency leave and attendance policies.
  • Complies with all applicable agency policies and procedures, including safety and standards of conduct.

Minimum Qualifications

  • Graduation from high school or equivalent.
  • Two years’ experience in clerical or administrative support work.
  • Two years public contact experience.

Preferred Qualifications

  • Experience preparing reports for administrative staff.
  • Experience using Microsoft Office tools, including Word, Excel, Outlook and Teams.
  • Experience coordinating travel arrangements for staff.
  • Experience editing HTML and SharePoint websites.
  • Experience creating online forms.
  • Experience creating/maintaining databases.
  • Experience with state purchasing rules and regulations.
  • Experience using CAPPS.
  • Completion of the State of Texas Basic Purchasing course

Knowledge Skills and Abilities

  • Knowledge of office practices and administrative procedures.
  • Skill in the use of standard office equipment and software.
  • Ability to communicate effectively.
  • Ability to provide guidance to others.

Environmental/Physical Conditions
Normal office work environment. May have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve moving; standing; remaining stationary for long periods of time; pulling and pushing; kneeling, stooping and bending; and safely moving items weighing up to 30 pounds. Work involves extensive repetitive motions while operating the computer. Normal cognitive abilities including the ability to learn, recall, and apply certain practices and policies. Some travel, including overnight travel, by personal automobile required. Must be available to work a normal day schedule Monday through Friday with some off-hour and occasional weekend assignments.

Other Requirements

  • The successful candidate must pass a criminal history check.
  • Texas State Basic Purchasing Training must have been completed or taken within the first 6 months of employment.

Reporting Relationships

  • No supervision of other personnel.
  • Supervised by ITS Operations Director.
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