TWDB - 26-72: Business Operations Administrative Assistant (Administrative Assistant V)

Texas Water Development Board (TWDB) • Austin, TX

2d • $3,581 - $4,224 • Onsite

About The Position

Performs advanced (senior-level) administrative support and personnel management work for the Water Supply and Infrastructure Office. Work involves coordinating the dissemination of information, developing and maintaining filing systems, and performing administrative support duties to ensure compliance with state and federal laws and regulations. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Manager of the Business Operations Department.

Requirements

• Graduation from a standard senior high school or equivalent.
• Five years of experience in office management and/or administrative support management.
• Experience using Microsoft Word, Excel, Teams, SharePoint, and Outlook.
• Additional education may be substituted for experience on a year-for-year basis.
• Ability to meet agency in-office requirements.

Nice To Haves

• Graduation from an accredited four-year college or university with major coursework in Public, and/or Business Administration or a related field.
• Experience in human resources posting, interviewing, and hiring processes and paperwork.
• Experience in developing and coordinating standardized electronic file structure and document routing and tracking.
• Three or more years of experience in working with the Centralized Accounting and Payroll/Personnel System (CAPPS) Financials, CAPPS HR, and CAPPS Recruit.
• Five years of experience in preparing, editing, and distributing correspondence, reports, forms, and documents.
• Intermediate-level experience using Microsoft Excel, Outlook, Word, SharePoint, and Teams.
• Experience using and routing documents through Adobe Acrobat, Adobe Sign, and DocuSign.
• Previous work experience in State or Federal government.

Responsibilities

• Performs data entry in the state’s Centralized Accounting and Payroll/Personnel System (CAPPS).
• Performs and coordinates high-level administrative support work.
• Manages the dissemination of agency information and maintains professional contact with intra-agency personnel.
• Conducts direct coordination with WSI Management to identify impending vacancies and initiate the backfill process in a timely manner.
• Coordinates human resources tasks ensuring strict adherence to state and federal regulations and ensures timely responses to Human Resources as it relates to vacancies, new hires, and onboarding.
• Coordinates establishing a standardized electronic file structure and document routing and tracking process for WSI.
• Processes posting, hiring and personnel action packet paperwork for WSI and ensures tracking spreadsheets are accurately maintained.
• Generates, prepares, and performs quality control reviews for all documentation.
• Edits and proofs processes and procedures and distributes to staff.
• Performs and assists with all administrative matters, programs, activities, operations, and travel arrangements for the Business Operations Department and as a backup to other WSI staff.
• Serves as the WSI subject-matter expert for internal systems, specifically for entering, coordinating, and tracking administrative documents.
• Coordinates bill review process for WSI Bill Review Team Coordinator during legislative sessions.
• Develops, coordinates, and maintains complex physical and electronic filing systems in accordance with the Texas State Records Retention Schedule.
• Maintains and establishes records of all administrative documents related to training, records management, contracting, human resources, and prepares frequent reports and provides updates to Business Operations and WSI management team.
• Answers, screens, and routes incoming phone calls and/or messages to the appropriate staff.
• Provides telephone and administrative back-up support to WSI Executive and Administrative Assistants.
• Provides rotating coverage and support for the agency’s main telephone line.
• Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Maintains confidential and sensitive information.
• Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agency’s records retention procedures and schedule.
• Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.
• May be required to operate a state or personal vehicle for business purposes.
• Performs other duties as assigned.

Benefits

• competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work alternatives so you can have a work/life balance!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees