Executive Assistant I - Office of the Chief of Staff - Executive Administration (023578)

Texas Department of Criminal Justice • Huntsville, TX

5h

About The Position

Performs complex professional assistance work for the Chief of Staff. Work involves providing a wide
variety of high-level administrative support including managing day-to-day activities of the Chief of
Staff. Works under general supervision with moderate latitude for the use of initiative and
independent judgment.

Requirements

• Bachelor’s degree from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE). Major course work in Business Administration, Criminal Justice, or a related field preferred. Each year of experience as described below in excess of the required one year may be substituted for fifteen semester hours from an accredited college or university for each six-month increment of experience.
• One year full-time, wage-earning secretarial, administrative support, or technical program support experience.
• Knowledge of office practices and procedures.
• Knowledge of local, state, and federal laws, rules, regulations, and statutes relevant to criminal justice and corrections.
• Skill to communicate ideas and instructions clearly and concisely.
• Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
• Skill to interpret and apply rules, regulations, policies, and procedures.
• Skill in administrative problem-solving techniques.
• Skill in the use of computers and related equipment in a stand-alone or local area network environment.
• Skill to prepare and maintain accurate records, files, and reports.
• Skill to review technical data and prepare technical reports.
• Skill to plan and coordinate meetings.
• Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs.
• Skill to train others.
• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
• Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
• Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.

Nice To Haves

• Computer operations experience preferred.
• Legislative or criminal justice experience preferred.
• Experience in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred.
• Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.

Responsibilities

• Provides administrative and technical assistance in the Office of the Chief of Staff; prepares and reviews reports, statistical and financial analyses, and other documents; conducts research and analysis; oversees the review and evaluation of work content; and advises the agency executive on administrative matters.
• Assists in planning and preparing correspondence, reports, studies, forms, and other documents; prepares and disseminates information concerning agency policies, procedures, and programs; prepares recommendations and proposed responses; prepares and processes purchases; and assists with budget preparation and monitoring.
• Develops administrative procedures, standards, and methods; plans, organizes, and schedules meetings and conferences; prepares agendas and related documentation; and establishes and coordinates record keeping and filing systems.
• Coordinates work with agency departments and divisions, other agencies, organizations, legislative staff, and the public; and establishes and maintains liaison with agency staff, other agencies, organizations, legislators, and the public.
• Performs a variety of marginal duties not listed, to be determined and assigned as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level