Admin Asst III (Data Management)

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General Information

Job Posting ID 4966247 Creation Date Mar 04, 2014
Employer Posting No 14-024 Closing Date Apr 17, 2014
Job Site Address AUSTIN, Texas 78701 Employer Type State Government
Openings 1

Job Description

Perform routine to moderately complex administrative and clerical duties, and technical program support work for the Corporations Section. Work involves preparing paper documents received by the Business and Public Filings Section for scanning and indexing to our internal system, receiving and responding to requests for information from the public and/or other state agencies, verifying, researching, and/or correcting information and/or data entered and retrieved from the section’s computer system. Also responsible for scanning documents, assisting the public with requests to view public records, and researching old files. Work under moderate supervision with limited latitude for the use of initiative and independent judgment


• Answer the agency’s main incoming telephone lines and direct calls to the appropriate division, section or individual within the agency or to another agency.
• Process all paper documents received by the Corporations Section of the Business and Public Filing Division which involves verification of data entry.
• Scan original business organization and trademark documents into imaging system; check prepped documents for scan specifications, accuracy and quality requirements; review all output images for accuracy and overall quality; forward images of scanned documents into the database maintained by the Corporations Section; and perform maintenance to images of scanned documents as needed.
• Respond to routine inquiries regarding office policy and procedure; may provide general information regarding how to accomplish business entity and trademark filings with the section; maintains and develops filing systems, both electronic and paper for correspondence, and other legal and administrative records; and other miscellaneous administrative duties.
• May be required to answer telephones on other teams within the section and provide general information to callers.
• May research business organization filings and trademark filings to ensure that computer records are accurate.
• May review system printouts to verify accuracy of the computer database.
• May research inaccuracies and errors contained in the business organizations and trademark records by retrieving and analyzing data from a computerized database. May perform moderate to complex system edits to database and corrections to information contained in the business organizations and trademark database as requested to maintain accuracy and integrity of the public records.
• May assist with receiving and processing requests for copies and certificates of business filings.
• May prepare apostilles and round robins and obtain signatures from the Governor and Secretary of State for mailing to other countries.
• Review and entry of Public Information Reports (PIR) received from the Comptroller of Public Accounts.
• Retrieve folders consisting of “legacy” documents, review, verify and edit documents and data entry, batch for scanning. Master investigative techniques and/or use essential resources for locating “legacy” documents.
• Maintain a turnaround time of three business days or less on all incoming orders.
• Transport office files and documents to and from other agency offices, including lifting and delivery of document storage boxes, office supplies, personal computers, and other office equipment.
• May perform other related duties or other assigned duties utilizing demonstrated skills as needed or as required by supervisory personnel.
• May assist with testing changes to our filing database or searches.


Education, experience, and training
• High school diploma or equivalent.
• 1 year experience in general office practices and procedures.

Knowledge, Skills and Abilities:
• Typing ability of 35 CWPM.
• Demonstrated skill of a minimum of 70% in the use of 10-key pad on a computer keyboard
• Demonstrated spelling ability of a minimum of 70% and numeric filing skills of a minimum of 73%.
• Ability to lift and carry boxes weighing up to fifty (50) pounds.
• Knowledge of modern office practices and procedures and of office equipment and use.
• Ability to be flexible and quickly adjust to new situations and changing demands of the team and team leader.
• Must be detail-oriented.
• Ability to multitask.
• Ability to meet daily quotas set for scheduled tasks.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with supervisors and co-workers.
• Ability to meet and deal with members of the public and fellow employees in a professional, courteous manner.
• Ability to work overtime as required by team leader or by deadline demands of work schedule.
• Ability to deal with moderate stress levels during peak periods.
• Ability to work within a deadline and production oriented work environment.
• Ability to work as a member of a team.
• Ability to perform duties in a stationary (seated) position with occasional periods of walking.
• Regular and punctual attendance.

Preferred Qualifications:
• Experience in customer service, clerical or administrative support work.
• Knowledge of statutory duties, policies and procedures applicable to the agency.
• Knowledge of MS Excel
• Some experience in submitting or filing documents with the Secretary of State.
• Excellent organizational skills and ability to follow through with assigned tasks in a timely manner.
Supervisory Experience Required No
Pay Between $2,478.83 / MO and $2,478.83 / 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 - 30 hours or more per week
Veterans Only No
Federal Contractor No
Eagle Ford Shale Job No

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Job Title Admin Asst III (Data Management)
Job Closing Date Apr 17, 2014
Open Until Filled No

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