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 semest…