Job Title Administrative Associate IV
AgencyTexas A&M Engineering Extension Service
DepartmentInfrastructure Training and Safety Institute
Proposed Minimum Salary $19.00 hourly
Job Location Bryan, Texas
Job Type Staff
Job DescriptionThe Administrative Associate IV primarily performs class and student registration processing activities for the Infrastructure Training & Safety Institute. Under general supervision, provides support and coordination of a variety of activities requiring independent judgment, including reviewing Agency SAP’s to ensure that all policies and procedures are in compliance. Primary duties will include processing class delivery documents, posting payments to the class, registering and vetting students, and invoicing for all classes. Assists in all other duties within the ITSI Customer Care department as a support function for ITSI. Responsible for assisting with customer interactions and maintaining relationships with customers as well as maintaining a variety of fiscal and administrative records. Performs general office tasks such as copying, mailing, ordering supplies, and maintaining inventory.
The Administrative Associate IV reports to the Customer Service Manager.
Required Qualifications: - High School Diploma or GED.
- Four years of related experience in general office, accounting, or personnel operations.
Required Licenses/Certifications:- Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
Preferred Qualifications: - Two or more years related experience in accounting/business operations.
Physical Requirements:- Ability to communicate effectively orally and in writing.
- Ability to regularly use computer/keyboard/telephone.
- Ability to sit for extended periods of time in an office environment.
Knowledge, Skills, and Abilities: - Advanced knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer using Microsoft Office 365 suite.
- Working knowledge of business principles and ability to perform basic and complex calculations.
- Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and/or any other rules as determined by Agency compliance.
- Excellent customer service skills.
- Ability to multitask and work cooperatively with others.
- Strong verbal and written communication skills, analytical, interpersonal, and organizational skills.
- Ability to interact respectfully and professionally with customers and others (students, vendors, staff, etc.)
- Ability to work productively in teams or independently as needed.
- Ability to work with sensitive information and maintain confidentiality.
- Ability to work in a fast-paced environment.
- Ability to attend professional development opportunities and seek personal growth.
- Demonstrated positive attitude and work ethic.
- Ability to exhibit punctuality by arriving to work and scheduled events on time.
- Strong attention to detail and accuracy in processing.
- Ability to answer Microsoft Teams telephone system, screen calls and route to additional staff as needed.
- Ability to actively demonstrate the TEEX Values - Safety, Teamwork, Adaptability, Respect, and Stewardship.
Notifications:- This position is security sensitive.
- This position may require work beyond normal office hours and/or work on weekends.
- 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.
- 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: Class Processor - 90%- Ensures secure sensitive information of the students is accurately processed for ITSI class records to meet agency and state audit requirements.
- Provides administrative support as needed throughout the division.
- Approves Purchase Orders submitted through the online registration system.
- Completes registration of prospective students.
- Creates invoices for all students registered with purchase order as payment mechanism for class.
- Processes correction notices, adds/edits classes, adds students to class, updates student information, applies invoices and receipts for payments to appropriate classes.
- Completes corrections notices for refunds, no shows and cancellations as required.
- Researches receipts and payments via CashNet.
- Assists in training others in providing efficient advanced customer service.
- Assists in training the new employees and student workers on the TEEXAPPS system.
- Assists customers with any registration requests/problems.
- Investigates and researches customer complaints and offers problem resolution.
- Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies.
- Ensures forms are complete and accurate to ensure requirements are met for registration.
- Ensures compliance of all Agency SAPs is maintained throughout the class process and delivery records.
- Closes all classes in the required 14 day timeframe (10 for NERTTC classes).
- Ensures all classes are closed accurately for auditing, by the division, headquarters, by the state or any 3rd party entity such as (OSHA,TCEQ, or FEMA); and the Delivery Record Checklist is completed.
- Adds, verifies, retrieves, and changes customer registrations as necessary and processes appropriate payment information.
- Makes class packets for shipping each week.
Other Duties - 10%- Adheres to the managers service excellence standards and represents the Customer Care Center and customers.
- Promotes teamwork by actively participating in team meetings and events and interacting positively and professionally with fellow staff members.
- Completes training in Masterpiece - Invoicing, PowerBI, TEEXApps, CashNet, Correction Notices.
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/Affirmative Action/Veterans/Disability Employer.
