Overview
Administrative Assistant Jobs in Hollywood, FL at STAN WEAVER & COMPANY, Inc.
General Description
Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Enforcement Division. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions
(40%) Provides administrative and technical support to Regional Management and other staff:
Prepares and disseminates information concerning agency programs and procedures.
Reviews and records essential information to ensure data integrity and confidentiality.
Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
Maintains and arranges meeting appointments, schedule, travel arrangements for Regional Enforcement
Staff.
Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies the management of appointments and approaching deadlines. May also answer routine questions related to licensing/auditing.
Maintains enforcement records to include in-office appointments.
Tracks time associated with enforcement personnel for all engagements requested by outside agencies.
Provides exceptional customer service to both internal and external customers.
(30%) General Office Management Duties:
Provides administrative support associated with maintaining the office (filing, phone, scheduling, & postage log if applicable).
Maintains a level of office supplies for the division to include submission of orders that are needed and completion of divisional purchase requests, requisitions, and receiving reports.
Maintains and reports record retention files.
Ensures all information received for Licensing is date stamped and distributed to the appropriate licensing analyst or Supervisor.
Works with the capital inventory custodian to ensure all Licensing equipment is accounted for and safeguarded.
Answers phone lines and responds to inquiries; and explains rules, regulations, policies, and procedures.
(20%) Creates and maintains spreadsheets and/or databases for area as needed; prepares reports and final documents.
Establishes and maintains interrelated record-keeping systems. Reviews and proofreads documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations. Inputs, modifies, and updates data in systems and records as necessary.
Maintains files and updates to computer database systems for work activities dealing with enforcement tasks.
Conducts research on forms and/or computer database system to resolve customer service
inquiries/issues.
(10%) Education, Training and Other Work Activities:
Completes all annual training assignments and attends other occupational training as required.
May prepare and compile presentation and training materials.
May coordinate agency-hosted training sessions.
Performs other duties as assigned.
MQs, KSA, License/Certifications
MINIMUM QUALIFICATIONS:
Graduation from a standard senior high school or equivalent.
AND
Three (3) years’ full-time experience in clerical or administrative support work.
NOTE: Completion of thirty semester hours of college will substitute for one year of experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of general office practices and administrative procedures.
Knowledge of business terminology, spelling, punctuation, and grammar.
Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat.
Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
Ability to analyze and solve work related problems.
Ability to work independently, perform as a self-starter and meet critical deadlines.
Ability to follow instructions and communicate effectively both orally and in writing.
Ability to maintain confidential and sensitive information.
Ability to maintain files and records.
Ability to make mathematical computations and tabulations.
Ability to implement administrative procedures and evaluate their effectiveness.
Ability to work under pressure, to perform multiple tasks to meet simultaneous deadlines.
Ability to interpret rules, regulations, policies, and procedures.
Ability to deal with the agency employees and the public in a professional manner.
REGISTRATION, CERTIFICATION OR LICENSURE:
Valid class C Texas Driver’s License.
If out of state, ability to obtain Texas license within 3 months of employment.
Physical Requirements/Supplemental Information
This position functions in a standard office environment. Must be able to move around the office to access file cabinets, office equipment, and lift up to 25 pounds. Must be able to communicate and exchange information via phone, computer, in-person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. Must be able to travel up to 5%-day travel and occasional overnight travel. Required to work as a team member and handle confidential information.
TRAVEL REQUIREMENT/TRAVEL %: 5% – 10 %
This position is expected to work in the office 100% of the time. Hours are 8:00am to 5:00pm, Monday through Friday.
MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE:
Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply:
For more information see the Texas State Auditor’s Military Crosswalk at
https://hr.sao.texas.gov/CompensationSystem/JobDescriptions
Supplemental Information
The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC’s and/or an employee’s contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1, 2009, are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge.
The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safety in accordance with applicable standards on all finalists for this position.
More than one position may be filled from this posting.
Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered.
The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization; For more information, see: https://www.e-verify.gov/about-e-verify/what-is-e-verify
Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. The Texas Alcoholic Beverage Commission adheres to the Veteran’s Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code
Benefits:Regular (Non-Commissioned) Employees
Health Insurance
Employees are provided comprehensive health coverage which includes prescription drug and vision benefits.
Full time (30 hours or more a week) employees: the State pays 100% of the employee’s premium and 50% of the dependent’s premium.
Part time employees: the State pays 50% of the employee’s premium and 25% of the dependent’s premium.
Newly hired employees must complete a 60 day waiting period to receive health insurance benefits unless they are a direct transfer from another agency that participates in the Employees Retirement System of Texas Group Benefit Plan.
Dental Coverage
Employees and eligible dependents may enroll in a choice of dental insurance plans or a dental discount plan and pay a monthly premium. There is no waiting period for dental coverage.
Tax Free Savings Accounts
Employees may enroll in a flexible spending medical and/or dependent care account. These accounts increase take home pay by allowing employees to pay for planned out-of-pocket health and day care costs tax-free.
Retirement
When an employee qualifies, there is security in receiving monthly annuities upon retirement from State employment. Payments are based upon average salary, service credit and retirement date.
All employees hired on or after September 1, 2015 will become immediate members of the State Employee Retirement System (ERS) by contributing a portion of their pre-tax monthly salary (9.5%) into a personal state retirement account. The State also contributes a percentage of your salary to the ERS retirement fund (not your personal state retirement account).
To assist employees in meeting their retirement goals, employees may participate in a 401(k) or 457 Plan. Employees may contribute on a pre-tax or Roth after-tax basis.
Life Insurance
Upon enrollment in State health coverage, employees receive $5000 in Basic Term Life Insurance with $5000 of AD&D (Accidental Death and Dismemberment) coverage at no cost.
Employees may enroll in Optional Term Life Insurance and elect 1 or 2 times their annual salary. Employees can also apply for 3 or 4 times their annual salary through Life Evidence of Insurability (Life EOI). Each election provides an equal amount of AD&D coverage. Premiums are calculated based upon age, salary and level of coverage purchased.
For a premium, additional Voluntary AD&D coverage is available. Employees may choose an amount of coverage starting at $10,000 up to $200,000. Employees may also enroll eligible dependents.
Dependent Term Life is available for a minimal monthly premium. The benefit includes $5000 term life with $5000 AD&D for covered family member.
Texas Income Protection Plan (TIPP): Short Term and Long Term Disability
If an employee is unable to work due to a qualifying disability, this benefit pays part of an employee’s salary for a set period of time. Premiums are based upon monthly salary.
Annual and Sick Leave
Upon hire, employees begin accruing annual and sick leave hours. Employees may utilize accrued sick leave immediately upon hire. Accrued annual leave is available to use after six months of continuous State service. Annual leave is earned based upon years of creditable state employment.
Paid Holidays
Employees are granted several paid federal and state holidays throughout the year.
Title: Administrative Assistant
Company: STAN WEAVER & COMPANY, Inc.
Location: Hollywood, FL
