Administrative Assistant

Brief Job Description:

The position provides administrative support to unit supervisor and staff. The position interacts routinely with Texas Department of Family and Protective Services staff and the general public.

To learn more about DFPS, please click here. 

Essential Job Functions (EJFs):

• Performs data entry into IMPACT and other electronic programs and systems.
• Answers and screens telephone inquiries; takes and routes messages and records intake information for referral to caseworkers.
• Prepares and maintains statistical reports, leave and personnel records, case control systems, case records and related files for the unit.  Functions as the unit timekeeper and will process purchase orders as directed.
• Types correspondence, forms narratives, travel vouchers, meeting notes, performance evaluations, and other documents to support work of the unit and files related documents.
• Provides program and agency information and/or makes referrals to other community resources.
• Greets visitors, responds to general questions, and directs callers to proper location.
• Performs other duties as assigned and required to maintain unit operations.
• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Attends work regularly in accordance with agency leave policy.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of computers.
• Skill in using Microsoft Works or Windows environment.
• Skill in working in an office supporting several staff members.
• Ability to effectively handle multiple assignments in a dynamic environment.

Registrations, Licensure Requirements or Certifications:

None Required 

Initial Screening Criteria:

• Graduation from high school or equivalent
• One year full-time administrative support, general office, clerical, secretarial or Texas Department of Family and Protective Services experience.

Acceptable Substitutions:

• Thirty semester hours from an accredited college or university may be substituted on a year for year basis for the required experience.

Additional Information:

Administrative Assistants may be required to work together with DFPS caseworkers in providing supervision of children without placement (CWOP). Children can vary in age, but primarily the population that will be worked with is children that can range from 10 to 17 years of age. Responsibilities of the position include assisting the DFPS caseworker with monitoring children and ensuring needs are met during their office or community location stay to include safety, food, hygiene, education and entertainment/recreational activities. This could require working outside of the normal work schedule. If so, overtime compensation may be earned.    

Factors such as education and experience may be considered when establishing the starting salary for employees coming from other state agencies within Texas.

Final Selection Criteria 

• Experience using Microsoft software.
• Experience working in an office supporting several staff members.