TWDB - 27-02 Executive Assistant II

TWDB•Austin, TX

About The Position

The Executive Assistant II performs highly complex, senior-level professional assistance work for the Deputy Chief Financial Officer and staff of the Finance Office. The role coordinates high-level administrative operations for the division, disseminates information, maintains filing systems, provides administrative support, and coordinates with agency personnel and external stakeholders. It prepares, reviews, tracks, and files administrative forms, correspondence, procedural documents, and technical reports; schedules meetings; and serves as the division’s records management liaison. The position may train others and reports to the Deputy Chief Financial Officer, working under limited supervision with considerable latitude to use initiative and independent judgment. The position supports the Finance Administration Division with administrative matters, communications, travel and meeting coordination, document preparation, personnel paperwork, records management, and other assigned work. It requires meeting agency in-office requirements and may require operating a state or personal vehicle for business. Travel is approximately 5%, primarily within Texas. Work shifts may exceed eight hours and include early mornings, nights, and weekends.

Requirements

Graduation from an accredited four-year college or university with a bachelor’s degree; relevant education and experience may substitute for one another on a year-for-year basis.
Seven years of relevant work experience in administration management; relevant education and experience may substitute for one another on a year-for-year basis.
Knowledge of local, state, and federal laws and regulations relevant to the Finance Administration Division.
Knowledge of public administration principles and practices.
Knowledge of complex office practices and administrative procedures, including records management, telephone techniques, and report writing.
Skills using Microsoft Office programs such as Word, Excel, Teams, Outlook, and Access, and internet, email, word processing, spreadsheet, presentation, and database software.
Skill in preparing and maintaining accurate records, reports, documents, and correspondence and meeting deadlines.
Skill in document and file management, including preparing, routing, tracking, and maintaining communications and records; strong organizational skills.
Ability to maintain the security or integrity of critical infrastructure within Texas and meet agency in-office requirements.
Ability to establish and maintain effective working relationships with executives, agency staff, the public, and other individuals.
Ability to coordinate meetings, travel, special events, and appointments, and to assist multiple staff members or a division.
Ability to balance and complete a heavy workload with numerous deadlines accurately and on time.
Ability to adhere to work schedules, follow leave procedures, and submit accurate timesheets by prescribed deadlines.
Ability to make mature, objective decisions and identify potential problems.
Ability to work effectively when the scope or nature of work or the work environment changes.
Ability to perform routine and non-routine assignments accurately and on time with little or no supervision.
Ability to complete work on time, neatly, and with infrequent errors; improve work habits or output; and interpret policies, procedures, and regulations.
Ability to provide prompt, courteous, accurate assistance and communicate clearly and concisely in writing and verbally with internal and external stakeholders.
Ability to cooperate with others in a team environment and manage multiple tasks.
Ability to stand, sit, and move to retrieve or 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 comply with 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

Previous work experience with a State of Texas agency.
Experience editing and formatting Microsoft Office documents.
Ability to work and communicate effectively with a team, stakeholders, or customers.
Experience developing and revising administrative policies, procedures, standards, and methods, and providing guidance and interpretations on them.

Responsibilities

Assist with administrative matters, programs, activities, and operations in the Finance Administration Division.
Receive, process, facilitate, and disseminate information between the division, other agency departments, legislators, Board Members, and the public while protecting sensitive information and ensuring timely responses.
Collect and analyze data, conduct research, initiate necessary changes, prepare background documentation, and complete special projects and other assignments on time.
Prepare and process expenditure requisitions, travel vouchers, travel authorizations, and vehicle request forms.
Coordinate travel arrangements, including airline, hotel, and vehicle reservations.
Develop, prepare, type, format, edit, track, and distribute correspondence, reports, memorandums, forms, and department publications.
Assist in preparing materials for presentations to agency Board Members and other audiences.
Assist the Deputy Chief Financial Officer with personnel actions, including job postings and hiring paperwork for the division.
Coordinate the Deputy Chief Financial Officer’s calendar and communicate objectives, tasks, and decisions to staff on the Deputy Chief Financial Officer’s behalf.
Provide input on administrative policies, procedures, standards, and methods; offer guidance and interpretations on them.
Research and compose accurate and timely communications.
Develop, maintain, and update databases, electronic files, documents, and spreadsheets.
Develop administrative procedures and standards for creating, maintaining, and retaining physical and electronic files and records.
Provide telephone and administrative backup to Finance Department staff and rotating coverage for the agency’s main telephone line.
Process mail, order supplies, and coordinate office equipment repairs.
Coordinate and prepare administrative assignments, programs, and other matters for the Deputy Chief Financial Officer.
Maintain confidential and sensitive information and ensure individual and team files are maintained and disposed of according to agency retention procedures and schedules.
Maintain required certifications and licenses, complete continuing education requirements, and attend mandatory training.
Operate a state or personal vehicle for business purposes when required.
Train others as needed and perform other duties as assigned.