OFFICE ADMINISTRATOR PUBLIC SAFETY

Location
Houston, TX
Posted
May 07, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Security Sensitive Position?:

Yes

Hours of Work:

8:00 AM - 5:00 PM M-F

Posting Number:

TSU202442

Official TSU Title:

OFFICE ADMINISTRATOR PUBLIC SAFETY

Grant Title:

N/A

Job Description Summary / TWC Summary:

Under general supervision performs clerical duties, including filing, answering phone calls, responding to emails, and preparing overtime or special event documents. Ensures personnel files are updated regularly. Maintains inventory list of office supplies and replenishes supplies when necessary.

Easy to learn and adapt to working in a fast-paced working environment. Capable of multi-tasking and proficient in payroll/timekeeping skills. Must be flexible.

Essential Duties Summary:

•Function as the department timekeeper.
•Perform, maintain, and process bi-weekly and monthly payroll for all DPS employees, including timesheet corrections, salary rate modification, deductions, and processes various leave forms.
•Gather and tabulate time records for DPS employees daily.
•Act as liaison between DPS employees a TSU payroll coordinators to ensure process of pay distribution is efficient and accurate.
•Must be capable of multitasking, planning, and organizing details while communicating effectively with co-workers and employees.
•Must verify attendance and hours worked while tracking overtime hours and recording compensatory time earned.
•Handle confidential and sensitive information.
•Develop and implements organized filing systems.
•Process paperwork, scan documents, and file reports for the DPS.
•Prepares and maintains reports, leave forms, personnel records, and related files for the department.
•Responsible for assisting with the coordination of agency functions, such as trainings, meetings, memorandums, reminder phone calls, and preparation of agendas and meeting minutes.
•Perform other various administrative duties in a professional manner.
•Ability to perform clerical duties, i.e. filing, data entry, faxing, use of office equipment.
•Log and track equipment, inventory, and maintenance of records.
•Create and maintain interoffice forms and records.
•Maintain office supplies and equipment.
•Assist with ad hoc office projects.
•Familiar with office protocols in general and a specific knowledge of the university’s current operational protocols.
•Assist in organizing activities of the department such as staff development, internship programming, award ceremonies, etc.
•Assist with scheduling and coordinating meetings.
•Capable of working in a fast- paced work environment.
•Perform other job-related duties as assigned.

% FTE:

1.0

Hiring Range:

$23.208620 - $29.0100

Education:

Associate’s degree (A.A.) or higher or equivalent – advanced education and training and/or certification a plus.

Bachelor’s Degree preferred.

Required Licensing/Certification:

N/A

Knowledge, Skills, and Abilities:

Knowledge of:
•Policies, procedures, and practices.
•Other job-related software and systems.
•Self-starter, once trained, capable of functioning with minimal direction or supervision.
•Reliable, detail-oriented, self-motivated, team player.
•Takes initiative, provide and update confidential information with Command Staff.
•MS Word, Excel, PowerPoint, and Adobe, TimeClock Plus, Kronos, Office 365 and Banner.

Skill in:
•Detail oriented.
•Effective customer service.
•Multitasking and time management.
•Problem solving and decision making.
•Drafting and editing documents.
•Excellent organizational, follow up and multi-tasking skills.
•Excellent verbal, written, and interpersonal communication is a must.

Ability to:
•Effectively and efficiently use of office equipment (e.g. printer, copier, desktop, office phone, etc.)
•Must have the ability to proactively anticipant the needs of the department.
•Exceptional articulation and proof-reading proficiency.
•Must display a flexible attitude and adapt to change.
•Must be self-directed, maintain a positive attitude and is a team player.
•Capable of handling confidential reports and information with discretion.
•Use other job-related software and systems.

Work Experience:

Requires two (2) to three (3) years of related experience.

Timekeeper and payroll experience within higher education or corporate setting preferred.

Working/Environmental Conditions:

•Routine office environment.
•Sitting or standing in one location for extended periods of time.
•Occasional stooping, lifting, or carrying of light weight objects may be required.
•Use of video display terminal.
•Accountability-Demonstrates a commitment to and responsibility for accomplishing individual, team, and business objectives.
•Drive- Consistently achieves challenging goals/objectives and demonstrates an ability to create value and maximize results, often under pressure.
•Planning- identifies business needs, problems and risks proactively, and develops well founded plans that specify strategies, actions/solutions, risk mitigates, and desired results.
•Critical Thinking/ Judgment – Commits to an action after developing alternative solutions that are based on logical assumptions and factual information and that take into consideration resources risks and organizational values.
•Adaptability – Exhibits the capacity to successfully change and evolve one’s actions, opinions, and behavior as a result of changing priorities or environment.
•Communication Skills – Proactively communicates in the appropriate medium with clarity and focus on the right level to ensure delivery has the appropriate impact.

UA EEO Statement:

It is the policy of Texas Southern University to provide a work environment that is free from discrimination for all persons regardless of race, color, religion, sex, age, national origin, individuals with disability, sexual orientation, or protected veteran status in its programs, activities, admissions or employment policies. This policy of equal opportunity is strictly observed in all University employment-related activities such as advertising, recruiting, interviewing, testing, employment training, compensation, promotion, termination, and employment benefits. This policy expressly prohibits harassment and discrimination in employment based on race, color, religion, gender, gender identity, genetic history, national origin, individuals with disability, age, citizenship status, or protected veteran status. This policy shall be adhered to in accordance with the provisions of all applicable federal, state and local laws, including, but not limited to, Title VII of the Civil Rights Act.

Manual of Administrative Policies and Procedures

Open Until Filled (overrides close field) :

Yes

Special Instructions to Applicants:

Open to all applicants.

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