Administrative Assistant III
Texas Department of Public Safety
nResponsible for submitting all monthly reports to Regional office at the end of the month. Another one of my duties includes collecting all five area employees’ bank statements to send to verify that appropriate charges have been made abiding by the State’s purchasing guidelines as well as proofread Troopers’ Case reports before submitting to proper chain of command then to DA’s office. Type memos/correspondence. After this, I submit the statements to Accounts Payable for proper payment. Assure that all case reports are submitted in a timely manner to the DA’s Office.
nResponsible also for entering and keeping up with time for five sergeants, K-9 Troopers, custodians and non-commissioned personnel. Maintain files for over 80 troopers in our District including weeklies, OT reports, travel expense reports, vehicle inspection reports and all other misc. Reports such as pursuits, incidents and the likes. This includes entering leave taken such as Vacation, Sick leave and Comp time on an automated database to keep track of all time taken. These are reconciled on a monthly basis with Headquarter’s database.
nIn addition to the above, assuring proper records as per the State’s records retention policies is one of my primary duties. Maintain the district’s fixed asset inventory is another duty utilizing Microsoft Access as a tool to keep track of outgoing/incoming assets such as vehicles, weapons and computer equipment. As well as keep track of all Concealed Handgun License permit applications for our District after Austin’s review, enter approved applications in system and forward unapproved to Austin.
n One of my main projects at the start of my employment was records retention. I went back 5 years to purge files boxed up or sent to Austin.
nAnother of my duties includes ordering fuel for the tanks at TxDot utilizing a Purchase Order and submitting to Accounts Payable for proper payment after goods have been received as well as for any other purchases for the District always assuring to check the CMBL for vendor hold.
nTranscribed staff meetings and investigations; at times transcribe investigations done in Spanish as well as conduct monthly meetings for the other Admin. Assistants in the District.
nOne other duty is that of keeping up with the District’s special projects’ Budgets of up to $338,000.00 each as well as the Sub-district’s budget expenses. This entails reconciling credit card statements on a monthly basis as well as enter all funds spent on Travel vouchers, training, purchases, etc.
nResponsible for maintaining minutes for our District staff meeting .
nPreparing and reconciling travel vouchers for the Sergeants and Lt.
nE-mailed monthly reports to areas using Microsoft Outlook.I am also responsible for screening applications for non-commissioned personnel for our area to include the five cities mentioned above. This includes screening for qualifications met, experience and administering typing tests as well as Clerical aptitude tests and to be part of the interview board.