Executive Assistant I - Correctional Institutions Division Director - Correctional Institutions Division (023600)

Texas Department of Criminal Justice•Huntsville, TX

About The Position

Performs complex professional assistance work for an agency executive. Work involves coordinating high-level administrative operations of the division; and providing guidance to others. 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 applicable state and federal laws, rules, regulations, and statutes.
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 to prepare and maintain accurate records, files, and reports.
Skill to review technical data and prepare technical reports.
Skill in the use of computers and related equipment in a stand-alone or local area network environment.
Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs.
Skill to formulate administrative policies and procedures.
Skill to plan and coordinate meetings.

Nice To Haves

Computer operations experience preferred.
Experience in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred.
Criminal justice experience preferred.
Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.
Skill to type 45 words per minute (with no more than 10 errors) preferred.

Responsibilities

Provides administrative and technical assistance to an agency executive
Reviews administrative practices and programs and assists in formulating policies
Communicates administrative policies, procedures, standards, and methods
Reviews reports, analyses, grievances, and other documents
Advises the agency executive on administrative matters.
Assists in planning and preparing complex reports, correspondence, forms, and other documents
Investigates and conducts research
Prepares recommendations and proposed responses
Assists in preparing and maintaining manuals and publications
Assists in budget preparation.
Coordinates work with agency departments and other agencies and organizations
Establishes and maintains liaison with other divisions, correctional units, other agencies and organizations, legislators and the public
Interprets and responds to requests for information.
Plans and schedules meetings and conferences
Prepares agendas and related documents
Makes travel arrangements and prepares related documentation
Establishes and coordinates filing, record keeping, and records management systems.
Provides technical guidance to support staff.
Performs a variety of marginal duties not listed, to be determined and assigned as needed.