Audit Administrative Assistant

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.

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.


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.




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

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