Administrative Assistant IV

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General Information

Job Posting ID 4965122 Creation Date Feb 25, 2014
Employer Posting No 14-015 Closing Date Open Until Filled
Job Site Address AUSTIN, Texas 78701 Employer Type State Government
Openings 1

Job Description

Perform advanced (senior-level) administrative support or technical program assistance work for the Elections Division of the Office of the Secretary of State. Provide assistance and support for the Legal Department regarding elections to local election officials throughout the State of Texas and to the general public.

Receive telephone calls to Legal Department, ascertain the nature of calls, and take appropriate action in responding to inquiry or referring callers to an attorney.
Receive incoming correspondence, and take appropriate action by drafting a response or referring to an attorney. Track correspondence and responses to ensure timely reply or action.
Coordinate with election officials and state agencies on programs and election reports managed by the Secretary of State. Includes drafting memorandums, reviewing materials from election officials, and managing databases.
Develop and maintain records management systems.
Assist with planning and executing meetings and seminars. Includes drafting seminar presentations on guidelines for voting system reports and submitting election night returns.
Assist with the preparation and editing of correspondence, forms, and legal documents.
Assist with responding to Public Information requests.
Assist with setting up phone bank for Legal Department on election days.

GENERAL QUALIFICATION GUIDELINES. Application for employment must reflect how you meet the required and preferred qualifications.


Education, experience, and training.
At least five years of administrative assistant work experience, with at least two years in a legal environment.
Ability to handle a wide variety of responsibilities with little supervision in a fast-paced environment.
Proficiency with Microsoft Office and Adobe programs.
Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.

Knowledge, Skills, and Abilities
Excellent verbal and writing skills.

Fluency in Spanish.

This job description reflects management's assignment of essential functions and position responsibilities. Nothing in this job description restricts management's rights to assign or reassign duties and responsibilities to this job at any time.
Supervisory Experience Required No
Pay Between $2,694.08 / MO and $2,694.08 / MO
Additional Pay Details Payday is monthly on the 1st business day of the month.

New employees are subject to a 90-day waiting period for medical insurance and membership in the retirement system.

Details about insurance and retirement benefits are available at
Shift Days (First) Duration Regular
Workweek Full Time
  • Medical/Health Insurance Plan
  • Other Insurance Plans
  • Other Paid Leave
  • Pre-Tax Programs for Child and Health Care
  • Retirement Plan
  • Sick Leave
  • Vacation Leave
Veterans Only No
Federal Contractor No
Eagle Ford Shale Job No

Job Requirements

Occupation Executive Secretaries and Administrative Assistants
Minimum Experience and Education  5 yrs   0 mos and High School Diploma/GED

- OR -

Occupation Legal Secretaries
Minimum Experience and Education  2 yrs   0 mos and High School Diploma/GED

- OR -

Occupation Office Clerks, General
Minimum Experience and Education  5 yrs   0 mos and High School Diploma/GED

- OR -

Occupation Office and Administrative Support Workers, All Other
Minimum Experience and Education  5 yrs   0 mos and High School Diploma/GED

Additional Requirements

Typing Speed 40 Words Per Minute
Basic Computer Skills
  • EMail Software (Outlook, Thunderbird, etc)
  • Internet Browser (Internet Explorer, Firefox, etc)
  • Peripheral Devices (Scanners, Printers, etc)
  • Personal Computers
  • Spreadsheet Software (Calc, Excel, etc)
  • Word Processing Software (Word, WordPerfect, etc)
Specific Computer Skills MS Windows XP, MS Excel, MS Word, MS Outlook, Adobe programs

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Job Title Administrative Assistant IV
Job Closing Date May 22, 2014
Open Until Filled Yes

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