TWDB - 26-61: Executive Assistant (Executive Assistant III)

Texas Water Development Board (TWDB)•Austin, TX

20h•$5,000 - $6,287•Onsite

About The Position

Only applicants who apply with a State of Texas application via the CAPPS online application system will be considered for this position. First time applicants will need to create an account https://tinyurl.com/CAPPS-Login in the CAPPS online application system at https://tinyurl.com/CAPPS-Jobs. Please visit our job opportunities page at https://tinyurl.com/How-to-Apply-in-CAPPS for more information about the Texas Water Development Board and answers to frequently asked questions. To view this position in greater detail, visit the CAPPS online application system. Texas Water Development Board’s Mission - Leading the state’s efforts in ensuring a secure water future for Texas. The Texas Water Development Board (TWDB) offers 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! For more information about these benefits and more visit http://www.twdb.texas.gov/jobs/benefits.asp. The Texas Water Development Board does not discriminate on basis of race, color, national origin, sex, religion, sexual orientation, age, or disability in employment or provision of services, programs, or activities. Must meet agency in-office requirements. Position requires an in-office presence of five days per week. Salary commensurate with experience and qualifications To be considered for this position, applicants MUST provide TWO (2) writing samples. The two (2) writing samples must be uploaded in CAPPS Recruit with the State of Texas (SOT) application submission. Applications without two (2) writing samples will not be considered. GENERAL DESCRIPTION Performs advanced (senior-level) professional assistance work for an executive or multiple executives. Work involves providing professional assistance and/or technical program assistance work for the Operations & Administration Office, including the Human Resources, Information Technology and the Support Services Departments. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Deputy Executive Administrator (DEA) of the Operations and Administration Office.

Requirements

Graduation from an accredited four-year college or university with a bachelor's degree in Public or Business Administration, or a related field.
Nine years of relevant work experience in office management and/or administrative support management.
Demonstrated previous relevant experience writing policies and procedures.
Relevant education and experience can be substituted for each other on a year-for-year basis.
Ability to meet agency in-office requirements.

Nice To Haves

Experience in the field(s) of Human Resources, Information Technology or Facilities Support.
Experience coordinating work simplification and efficiency initiatives.
Demonstrated experience successfully leading and coordinating organizational committees, events and/or activities.
Intermediate to advanced experience using Microsoft products such as Word, Excel, PowerPoint, Teams, and Forms.
Experience serving in an office manager or team lead capacity.
Experience organizing large scale meetings, such as those for the entire organization.
Experience training staff.

Responsibilities

Performs and oversees office-level coordination and preparation of administrative assignments, programs and other matters for the Operations and Administration Office.
Develops, leads, and/or coordinates standardized operating procedures across the office.
Coordinates the digitization, automation and organization of office documents, reports and records.
Provides administrative and technical assistance to the DEA and Assistant Deputy Executive Administrator (ADEA) of Operations and Administration.
Coordinates with Information Technology, Human Resources and Support Services staff to ensure upkeep of internal process and procedural documents.
Helps to ensure consistency, accountability, and efficiency throughout the Office.
Coordinates and updates calendars, meetings, and other activities for the Office DEA, ADEA, and other office-level management-staff.
Communicates agency objectives, tasks, and decisions, to staff on behalf of the Office DEA and ADEA.
Provides oversight for the agency’s employee engagement team, and coordinates agency initiatives that fall within the categories of special activities, volunteerism, wellness, charitable activities and more.
Coordinates and facilitates office-level employee engagement and development opportunities.
Monitors, tracks and reports on initiatives, procedures, and operational systems for effectiveness, efficiency, and conformance with goals.
Writes or revises correspondence, documentation, presentations, briefing materials, newsletter content, and reports for various initiatives, projects and programs.
Write, revises and/or oversees the review and evaluation of administrative policies, procedures, guidelines, and manuals.
Provides guidance and interpretation on policies and procedures.
Maintains consistency with the agency’s style guidelines.
Coordinates and facilitates team meetings and activities.
Serves as office-level hiring liaison.
Maintains and organizes team records, supplies and rosters.
Plans, schedules and prepares agency-wide meeting agendas and presentations.
Plans and coordinates special projects as assigned.
Provides rotating coverage and support for the agency’s main telephone line.
Manages the status of office-wide performance appraisals and ensures compliance with timeliness.
Monitors, tracks and analyzes legislation.
Manages implementation of new legislation.
Tracks office-level compliance with training and/or miscellaneous across-the-board items.
Prepares, coordinates and/or reviews purchase requisitions, expenditure requisitions, registrations, travel authorizations, travel vouchers, monthly timesheets, and other required forms.
Assists in training administrative staff.
Assists with general human resources management actions and budget preparation.
Regularly reviews, monitors and updates office-level website content to maintain accuracy and currency.
Files, photocopies, faxes, scans, and/or routes hard copy and electronic documents.
Serves as primary or backup liaison for the purpose of records, public information and/or other administrative capacities.
Prepares notices or agendas for meetings.
Researches and/or references available resources for guidance and clarification.
May lead, assign and/or oversee the work of others.
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 and to the agency’s main phone 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.