Audit Administrative Assistant

General Description

This posting is continuous until filled.

Legible copy of transcript(s) showing related degree and accounting hours, and/or proof of course enrollment MUST accompany application for employment consideration. If needed to qualify in place of experience, and transcripts are not attached, your application will automatically fail.

Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Audit and Investigations Division. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions

30% Provides administrative support and technical assistance to staff for investigations:

• Assists with the review, assignment, and follows up with staff on investigation activities involving

complaints, various types of inspections, and complaint-based investigations.

• Reviews Cash/Credit law (CCL) incidents report bi-monthly, assigns CCL investigations to staff and

assists with monitoring resulting administrative cases assigned.

• Assembles case settlement documents to include the narratives for cases that have

reached seven or more CCL incidents (violations) and schedules settlement dates with permit/license holders.

• Verifies documents submitted to Audit for bank freezes or bank errors by the permit/license holder to

determine validity of the violation(s).

• Verifies and data enters “reported in error” letters into computer system (ARTS) so that violation is removed

from the permit or license holder’s account.

30% General Office Management Duties:

• Provides administrative support associated with maintaining the office (filing, phone, mail,

counter traffic, scheduling, & postage log if applicable)

• Answers routine general questions related to licensing, code, rules, and marketing practices issues.
• Maintains a level of office supplies for the division to include submission of orders that are

needed and completion of divisional purchase requests, requisitions, and receiving reports.

• Schedules travel arrangements for staff as needed.
• Works with the capital inventory custodian to ensure all auditing equipment is assigned to auditors and safeguarded.
• Maintains calendar of time sensitive issues, meetings, case settlements, deadlines, and notifies

the management of appointments and approaching deadlines.

• Answers audit phone lines and responds to inquiries; and explains rules, regulations, policies, and procedures.
• Generates routine and special correspondence, reports, case notes, data entry, etc.
• Monitors field staff’s Daily Activity Reports (DARS) and notifies management of discrepancies.

25% Maintenance of Auditing files to include food and beverage, local distributor, excise tax, and
private club audits:

• Reviews, assigns, tracks, and reports to management status of overdue assignments.
• Reconciles completed audits (monthly) with status of audits in computer system (ARTS) and reported audits on

the system audits closed (SSRS) report.

• Maintains files, updates computer database system, and pulls scheduled monthly reports of work activities

for management review.

15% Education and Other Work Activities:

• Maintains and schedules education initiatives and retailer responsibility (REAP) classes that are taught by audit staff.
• May assist with educational events at schools, industry groups, and the public.
• Processes Ad Valorem Tax requests for the collection of city and county delinquent tax notifications received

from headquarters. Schedule case settlements for license/permit holders who did not pay the outstanding taxes

within the specified time-period (21 days).

• Performs other work activities as assigned.

MQs, KSA, License/Certifications

MINIMUM QUALIFICATIONS:

Education: Graduation from a standard senior high school or equivalent.

Experience: Three (3) years' full-time experience in clerical or administrative support work.

Applicable Substitutions: Education and experience may be substituted for one another. (Completion

of thirty semester hours of college will substitute for one year of experience.)

If needed to qualify in place of experience, and transcripts are not attached, your application will automatically fail.
Applicants should clearly describe****in detail on their applications, how they meet the minimum qualifications for the position, in the work experience duty sections.

Knowledge

Knowledge of general office practices and administrative procedures.

Skills

Skilled in the use of electronic data and/or word processing office equipment and software including

Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat.

Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.

Abilities

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to

communicate effectively; and to provide guidance to others.

Ability to multi-task and meet deadlines.

Ability to deal with the agency employees and the public in a professional manner.

REGISTRATION, CERTIFICATION OR LICENSURE:

Possess a valid Texas driver’s license, if applicable

Additional certifications may be required to be registered, certified, or licensed in a specialty area.

Physical Requirements/Supplemental Information

PHYSICAL REQUIREMENTS:

This position functions in a standard office environment. Must be able to move around the office to access

filing cabinets, office equipment and move up to 20 pounds. Must be able to communicate and exchange

information via phone, computer, in person and via electronic media. Must be able to perform repetitive use

of a keyboard at a workstation. Must be able to work with overlapping deadlines.

This position is expected to work in the office but may be eligible for situational or hybrid telework schedule

upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace

with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and

group collaboration via Microsoft Teams or other platforms/applications during regular business hours.

NOTE: All new administrative assistants may be required to attend the New Auditor Academy or other mandatory

trainings, either in person or remotely. These trainings may involve overnight travel to another regional area

or office within the state. Scheduling for the New Auditor Academy is dependent on availability.

OTHER INFORMATION:

TRAVEL: 10%

REPORTS TO: Regional Manager

STATE SALARY GROUP: A13

Is this position eligible to telework? Yes.

Is finger printing required as part of the background check? Yes

Military Information:

MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE: Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions The Alcoholic Beverage Commission adheres to the Military Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code. Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment.

Supplemental Information:

The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1, 2009, are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge. More than one position may be filled from this posting. Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications will not be considered. The Immigration Reform and Control Act of 1986 require all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization; For more information, see: https://www.e-verify.gov/about-e-verify/what-is-e-verify

ANY NEEDED TRANSCRIPTS ***MUST*** BE ATTACHED.

If needed to qualify in place of experience, and transcripts are not attached, your application will automatically fail.
Applicants should clearly describe****in detail on their applications, how they meet the minimum qualifications for the position, in the work experience duty sections.

A RESUME CANNOT BE SUBMITTED IN PLACE OF A TEXAS STATE APPLICATION.

Benefits:Regular (Non-Commissioned) Employees

Health Insurance

• Employees are provided comprehensive health coverage which includes prescription drug and vision benefits.
• Full time (30 hours or more a week) employees: the State pays 100% of the employee's premium and 50% of the dependent's premium.
• Part time employees: the State pays 50% of the employee's premium and 25% of the dependent's premium.
• Newly hired employees must complete a 60 day waiting period to receive health insurance benefits unless they are a direct transfer from another agency that participates in the Employees Retirement System of Texas Group Benefit Plan.

Dental Coverage

• Employees and eligible dependents may enroll in a choice of dental insurance plans or a dental discount plan and pay a monthly premium. There is no waiting period for dental coverage.

Tax Free Savings Accounts

• Employees may enroll in a flexible spending medical and/or dependent care account. These accounts increase take home pay by allowing employees to pay for planned out-of-pocket health and day care costs tax-free.

Retirement

• When an employee qualifies, there is security in receiving monthly annuities upon retirement from State employment. Payments are based upon average salary, service credit and retirement date.
• All employees hired on or after September 1, 2015 will become immediate members of the State Employee Retirement System (ERS) by contributing a portion of their pre-tax monthly salary (9.5%) into a personal state retirement account. The State also contributes a percentage of your salary to the ERS retirement fund (not your personal state retirement account).
• To assist employees in meeting their retirement goals, employees may participate in a 401(k) or 457 Plan. Employees may contribute on a pre-tax or Roth after-tax basis.

Life Insurance

• Upon enrollment in State health coverage, employees receive $5000 in Basic Term Life Insurance with $5000 of AD&D (Accidental Death and Dismemberment) coverage at no cost.
• Employees may enroll in Optional Term Life Insurance and elect 1 or 2 times their annual salary. Employees can also apply for 3 or 4 times their annual salary through Life Evidence of Insurability (Life EOI). Each election provides an equal amount of AD&D coverage. Premiums are calculated based upon age, salary and level of coverage purchased.
• For a premium, additional Voluntary AD&D coverage is available. Employees may choose an amount of coverage starting at $10,000 up to $200,000. Employees may also enroll eligible dependents.
• Dependent Term Life is available for a minimal monthly premium. The benefit includes $5000 term life with $5000 AD&D for covered family member.

Texas Income Protection Plan (TIPP): Short Term and Long Term Disability

• If an employee is unable to work due to a qualifying disability, this benefit pays part of an employee's salary for a set period of time. Premiums are based upon monthly salary.

Annual and Sick Leave

• Upon hire, employees begin accruing annual and sick leave hours. Employees may utilize accrued sick leave immediately upon hire. Accrued annual leave is available to use after six months of continuous State service. Annual leave is earned based upon years of creditable state employment.

Paid Holidays

Employees are granted several paid federal and state holidays throughout the year.