TWDB - 27-01 DPM Executive Assistant (Executive Assistant I)

TWDB•Austin, TX

2d•Onsite

About The Position

The Executive Assistant I performs complex professional assistance work for the Director and staff of the Debt and Portfolio Management Division and the Finance Office. The role coordinates high-level administrative operations, disseminates information, maintains filing systems, and provides internal administrative support. Duties include managing the Director’s calendar; preparing, reviewing, tracking, and filing administrative forms, correspondence, procedural documents, and technical reports; and coordinating staff travel. The position may handle confidential and sensitive information and may train others. Work is performed under general supervision, with moderate latitude for initiative and independent judgment. The position reports to the Director of the Debt and Portfolio Management Division. This is a part-time position of 20 hours per week and is not eligible for telework. The position may require travel, vehicle operation for state business, and work shifts exceeding eight hours, including early mornings, nights, and weekends. Salary is commensurate with experience and qualifications. Applicants must apply through the State of Texas CAPPS online application system.

Requirements

Bachelor’s degree from an accredited four-year college or university; relevant education and experience may substitute for one another year for year.
Two years of experience providing complex office management and executive-level support.
Knowledge of local, state, and federal laws and regulations relevant to the Debt and Portfolio Management Division.
Knowledge of public administration principles and practices, and financing and investment terms.
Skill with Microsoft Office programs such as Word, Excel, Access, Teams, and SharePoint, and with internet, email, word-processing, spreadsheet, presentation, and database software.
Skill in document and file management, including preparing, routing, and tracking documents; maintaining accurate records, reports, documents, and correspondence; and strong organization.
Ability to maintain the security or integrity of critical infrastructure within Texas and meet agency in-office requirements.
Ability to implement administrative procedures and interpret rules, regulations, policies, and procedures.
Ability to handle high-level administrative issues, analyze and solve work-related problems, communicate effectively, and provide guidance to others.
Ability to adhere to work schedules, follow leave procedures, and submit accurate timesheets by deadlines.
Ability to make mature, objective decisions and identify potential problems.
Ability to adapt effectively and willingly to changes in work scope, work nature, and environment.
Ability to complete routine and non-routine assignments accurately and on time with little or no supervision, and to improve work habits or output.
Ability to provide prompt, courteous, accurate assistance and clear, concise verbal and written communication to internal and external stakeholders.
Ability to work cooperatively in a team, prioritize, and manage multiple tasks.
Ability to stand, sit, and move to retrieve and replace files in a large file system, including handling boxes weighing up to 30 pounds.
Ability and willingness to travel 5% of the time, primarily within Texas.
Ability to operate a state or personal vehicle for state business and maintain a driver’s license and driving record that meet state and agency requirements.
Ability to work shifts that may exceed eight hours, including early mornings, nights, and weekends.
Ability to train others.

Nice To Haves

Experience with Microsoft Office, Word, Excel, Teams, Outlook, DocuSign, Adobe, SharePoint, or related software.
Experience preparing, editing, and distributing correspondence, reports, forms, and documents.
Experience developing and revising policies, procedures, standards, or methods and providing guidance and interpretation on them.
Experience supporting a small team, such as a community or public organization, student club, nonprofit, or similar group.

Responsibilities

Provide guidance regarding agency administrative processes.
Coordinate the calendar for the Director of Debt and Portfolio Management.
Identify and correct administrative deficiencies or noncompliance with existing processes.
Prepare and/or edit for accuracy and distribute correspondence, memos, meeting notices, reports, forms, agendas, handouts, and spreadsheets; ensure documents comply with the agency style guide.
Review reports and correspondence for accuracy.
Maintain office filing, including scanning and filing documents, in accordance with office guidelines.
Perform general office duties such as processing mail, ordering supplies, coordinating equipment repairs, copying, and preparing purchasing documents.
Coordinate meetings, conferences, and training sessions.
Provide rotating coverage and support for the agency’s main telephone line.
May assist the Director with general human resource management actions and position postings.
May assist in developing training materials.
May contribute to developing and revising administrative policies, procedures, standards, and methods, and provide guidance and interpretation on them.
May assist with the fiscal note routing process during legislative sessions.
Assist with schedules, travel arrangements and documentation, and expenditure requisitions.
Maintain confidential and sensitive information.
Maintain individual and team electronic and hard-copy files and dispose of records on time in accordance with agency retention procedures and schedules.
Maintain required certifications and licenses, meet continuing education requirements, and attend mandatory training.
May operate a state or personal vehicle for business purposes.
Perform other duties as assigned.