Texas is hiring: DPS - THP - Training Unit Secretary, MCB - 0154 in Austin

Overview

GENERAL DESCRIPTION: Perform complex (journey-level) administrative support or technical program assistance work for the Commercial Vehicle Enforcement Training Unit. Answer correspondence and telephone inquiries or route inquiries to others for technical response, provide information and instruction to Section and other Department employees, maintain various alphabetical and numerical files, process various documents and maintain various records. Work under general supervision, with moderate latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position.

To view MOSC information, refer to the Texas Higher Education and Public Safety agency document: MOSC Administrative Support.

Essential duties / Responsibilities

1. Compose general business and legal applications which may include letters, memorandums to motor carrier companies, municipal, and county agencies including other state and federal authorities.
2. Process correspondence to MCSAP agencies, the general public and Department employees and officials; distribute Motor Carrier Safety information to Regional officials.
3. Maintain, track, and disseminate updated municipal and county agencies contact information to specified personnel.
4. Process certified documents from the National Training Center for placement in agency records file and forward to appropriate agency; forward information to DPS Training Bureau for TCOLE accreditation.
5. Create certificates for the satisfactory completion of State approved courses; maintain agency accreditation records and notify appropriate agencies; forward accreditation information to DPS Education, Training and Research for TCOLE reporting.
6. Use proprietary software to troubleshoot and administer online field training exams for the Texas Highway Patrol Division; prepare and maintain online statistical reports on a weekly, monthly and annual basis.
7. Use proprietary software to generate curriculum mastery reports based on CVSA and State testing to provide statistical feedback for employee improvement / development.
8. Answer incoming telephone calls, responding to inquiries or routing calls to others as appropriate.
9. Research, process, and prepare documents and distribute to Department personnel and outside MCSAP agencies regarding inspections counts for maintaining initial and annual certification as a MCSAP inspector.
10. Ensure appropriate inspection reports are credited to the proper inspector and revise MCSAP inspector profiles with correct information for Texas Highway Patrol Division and MCSAP training records.
11. Prepare, maintain, and distribute a monthly budget report for the CVE Training budget and the varied Texas Highway Patrol Division indices.
12. Create, maintain and distribute monthly, quarterly and annual commercial vehicle inspection reporting data for the Department’s Commercial Vehicle Enforcement / Highway Patrol services and Municipal / County agencies.
13. Mail, track, and follow up with secondary notices; contact agencies for verification and validation of information when scheduling students for MCSAP courses.
14. Retrieve, query, delete, add and update data in multiple databases, spreadsheets and word processing software.
15. Create, update and modify the yearly training schedule with the CVSA; maintain inventory of necessary class materials provided by the CVSA and oversee maintenance / supply of class materials for all In-State training courses.
16. Arrange and schedule personnel attending MCSAP and State courses.
17. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
18. Perform related duties as assigned.

General qualifications and requirements

• Education – High School Diploma/equivalent.
• Experience – Minimum of two (2) years’ progressively responsible experience performing complex clerical or secretarial activities involving routine use of a personal computer with word processing software, and ability to type 35 words per minute.
• Licensure and/or Certification – Must possess a valid driver license from state of residence.
• Regulatory Knowledge – Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State, and Federal regulations, legislation, guidelines, policies and procedures.
• Technology – Proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint) and be able to learn new software/systems.
• Interpersonal Skills – Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers. Must demonstrate DPS’ core values: Integrity, Excellence, Accountability, and Teamwork.
• Organizational and Prioritization Skills – Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment. Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness, or professionalism; ability to understand and effectively apply complex oral and written instructions and procedures; and able to work independently in a team environment.
• Confidentiality and Protected Information – Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.
• Customer Service (internal/external) – Must possess a keen awareness and commitment to providing excellent customer service, demonstrate a positive approach to providing assistance and striving for optimal outcomes, and possess the ability to actively listen without adversarial argument, debate, or unnecessarily frequent interruption.
• Flexibility/Adaptability – Must demonstrate an ability to effectively shift priorities/tasks as necessary or directed and on short notice; open and receptive to change, focusing on positive approaches and outcomes.
• Initiative – Must demonstrate a proactive approach to duties, anticipating potential needs, complications, and remedies; manage own time, priorities, and resources to meet daily job requirements.
• Innovative Thinking – Must demonstrate an ability to see opportunities for creative problem solving while remaining within parameters of good practice and adhering to established polices and regulations.
• Stress Tolerance – Must demonstrate an ability to handle high-volume workloads, and competing demands, interruptions, and distractions in a steady and calm manner; perform effectively under stress and exercise appropriate judgment in communications and interactions.
• Teamwork – Must treat others with respect, commit to the team and goals, promote DPS’ mission/values, and collaborate positively.
• Schedule – This position may have the ability to telecommute based on the needs of the division/agency.

Physical and environmental demands

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Environment: Office
• Ambulatory skills (stand, walk, sit, stoop, kneel, crouch)
• Hand-eye coordination and dexterity
• Ability to speak, hear, and visual acuity
• Ability to transfer weights of up to 30 pounds
• Driving requirements: Occasional (5%)

Testing is required for candidates to be considered for the oral interview board and will be notified via email provided on the application. Candidates must qualify on the DPS issued typing test with a minimum of 35 words per minute net speed.

State of Texas Benefits and Retirement Information: https://www.ers.texas.gov/

Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing.

A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.

A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

Due to the high volume of applications we do not accept telephone calls. Only candidates selected for interview will be contacted.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.