Administrative Assistant

Job Status: OPEN
Posting Date: June 24, 2025

Job Description

Performs highly complex administrative support work for the Office of Capital and Forensic Writs, the Texas post-conviction public defender. Work involves supporting the mission of the Office by providing high-level administrative assistance. In addition, the person filling this role may assist with work in different staff services functions such as human resources, records management, office management, and purchasing. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Administrative Assistant Essential Job Functions

Provides support and organizes day-to-day office operations and activities.
Supports the organization and program events by managing logistics and travel.
Assists with the procurement of office materials, furniture, and supplies to ensure operational efficacy and office needs are consistent met.
Assist with IT equipment requests and coordination with IT department of the Office of Court Administration.
Oversees office equipment inventory.
Assist with the maintenance of the OCFW website.
Assist with on-boarding new hires (processing forms, ordering business cards, coordinating IT equipment).
Assist with the submission of required reports; assist for certain required functions (e.g., continuity, risk management, etc.).
Assist with verbal and written communication with internal and external stakeholders, ensuring all correspondence is timely, professional, and error-free.
Assist staff in developing and maintaining operational program documents.
Assist staff with travel vouchers and other reimbursement submissions.
Maintains filing, record-keeping, and records management systems.

May answer office telephone and distribute mail internally.
Exercise discretion in disseminating information and confidentiality on highly sensitive information.
Performs other work as assigned.

Candidate Profile

Minimum Qualifications

Graduation from a four-year college or university and two years of full-time administrative experience, but experience and education may be substituted for one another. (Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.)
Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, etc.) and Adobe.

Preferred Qualifications

Graduation from a four-year college or university.
Experience delivering administrative assistance, executive assistance or office managerial work.
Experience managing complex cases or projects and handling multiple tasks simultaneously.
Experience providing strong attention to detail and maintaining accurate records in a fast-paced corporate, legal or government environment.
Experience maintaining employer websites, social media or other public-facing methods of communication, using common software (e.g., Wix, Umbraco, Squarespace).
Committed to OCFW’s mission of providing excellent representation to persons convicted of serious crimes and all that entails, including a commitment to maintaining the confidentiality of sensitive information.

Knowledge, Skills, and Abilities (KSAs)

Strong team player skills.
Excellent communication skills, verbal and written.
Strong organizational, time management, planning, and multitasking skills.
Ability to work with minimal supervision.
Strong ability to multi-task and work independently, as well as collectively.
Ability to problem solve.
Ability to think independently.
Familiarity with modern office/clerical practices and procedures, and methods, as well as file management and techniques.

Adeptness with computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
Skill in professional/business letter writing, grammar and punctuation, and report preparation.

Additional Knowledge, Skills, and Abilities for Administrative Assistant V, VI:

Knowledge, Skill and Ability to implement new administrative systems and procedures.

Knowledge, Skill and Ability to evaluate the effectiveness of effectiveness of existing office practices and administrative procedures.

Employment Conditions

Must sit for extended periods of time.
Operates standard office equipment and software.
May be required to move equipment or other materials weighing up to 25 pounds.

Additional Details

Closing Date: Until Filled

Job Listing: 215-25-08

Location: Austin, Texas

State Classification: Administrative Assistant V, VI

Salary Range: $45,000 to $60,000, depending on experience and qualifications

Type of Job: Full time

Travel Required: Yes (5%)

The Office of Capital & Forensic Writs is an Equal Opportunity Employer and does not discriminate on the basis of race, national origin, sex, religion, age or disability in employment or the provision of services. In compliance with the Americans with Disabilities Act, any request for reasonable accommodations needed during the application process should be communicated by the applicant to Joy Right, the Office of Capital & Forensic Writs Senior Accountant, at joy.right@ocfw.texas.gov

The following Military Occupation Specialty (MOS) codes are generally applicable to this position. Army: 15P-Aviation Operations Specialist, Navy: AZ-Aviation Maintenance Administration, Coast Guard: YN-Yeoman, Marine Corps: 0100-Basic Personnel and Administration Marine, Air Force: 3F5X1-Administration, Space Force: No military equivalency. Applicants must fully complete the summary of military experience applicable to the position to determine if minimum qualifications are met. Additional Military Crosswalk information can be accessed at: https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf