TWDB - 26-53: Finance Executive Assistant (Executive Assistant I)

TWDB•Austin, TX

1d•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 Salary commensurate with experience and qualifications GENERAL DESCRIPTION Performs complex (journey-level) professional assistance work for the Director and staff of the Procurement and Contract Services (P&CS) Division. Work involves providing high‑level daily administrative support to agency executives and leadership staff by handling confidential information. Coordinates with high‑level internal and external contacts, and performs complex duties requiring independent judgment beyond routine administrative support roles. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Director of the Procurement and Contract Services Division.

Requirements

Graduation from an accredited four-year college or university with a bachelor's degree in Public or Business Administration, or a related field.
Three years of relevant work experience providing complex office management and executive level administrative support to upper level management.
Relevant education and experience can be substituted for each other on a year-for-year basis.
Knowledge of local, state, and federal laws and regulations relevant to the Procurement and Contract Services Division.
Knowledge of the principles and practices of public administration.
Knowledge of accepted business practices and procedures, applicable rules, regulations, and policies, and related legislative and legal practices and procedures.
Knowledge of complex office practices and administrative procedures, including record keeping and records management, telephone techniques, and report writing.
Skills in using Microsoft Office programs such as Word, Excel, SharePoint, DocuSign and Adobe Sign.
Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines.
Skills in document and file management, including preparing, routing, and tracking.
Skills in maintaining accurate communications including records, reports, documents, and correspondence, along with strong organizational skills.
Ability to maintain the security or integrity of critical infrastructure within Texas.
Ability to meet agency in-office requirements.
Ability to handle high-level administrative issues and to analyze and solve work-related.
Ability to coordinate meetings, travel, special events, and make appointments.
Ability to assist multiple staff such as an administrative team or a division of staff.
Ability to timely and accurately balance and complete a heavy workload with numerous deadlines.
Ability to communicate effectively and to provide guidance to others.
Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the general public.
Ability to adhere to work schedules, follow procedures with respect to leave and submit accurate timesheets by prescribed deadlines.
Ability to make mature, objective decisions and identify areas of potential problems.
Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
Ability to perform assigned duties and improve work habits and/or output.
Ability to complete assigned work, on time, neatly and with infrequent errors.
Ability to interpret policies, procedures, and regulations.
Ability to provide prompt, courteous and accurate assistance and clear and concise communication to internal and external stakeholders both verbally and in writing.
Ability to work and cooperate with others in a team environment.
Ability to manage multiple tasks.
Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
Ability and willingness to travel 5% of the time, primarily within the State of Texas.
Ability to operate a vehicle (state or personal) for state business and maintain a driver’s license and driving record that complies with state and agency requirements.
Ability to work shifts that may exceed 8 hours, including early mornings, nights, and weekends.
Ability to train others.

Nice To Haves

Experience using Microsoft Office Suite, SharePoint, Adobe, and/or DocuSign.
Previous experience using Centralization Accounting and Payroll/Personnel System (CAPPS) Human Resources (HR) and Financials.
Experience developing and revising administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.
Certified Texas Contract Manager (CTCM) and/or Certified Texas Contract Developer (CTCD) certification.

Responsibilities

Oversees and assists with all administrative matters, programs, activities, and operations in the Procurement and Contract Services Division.
Prepares and processes CAPPS requisitions, travel vouchers, travel authorizations, and coordinates all travel arrangements including airline, hotel, and vehicle reservations.
Assists in preparing and submitting materials for presentation to agency Board Members and other audiences, including but not limited to Board Memo Reports.
Coordinates the development and maintenance of Division policies and procedures, ensuring alignment with accessibility standards and availability in IWEB.
Supports the PCS team with on-boarding and off-boarding by coordinating staff access, equipment needs, and all required documentation.
Assists the Director and Managers of the Procurement and Contract Services Division with the preparing and submitting required hiring documentation in CAPPS Recruit.
Assists in routing agency access‑related paperwork to ensure timely review, approval, and processing across appropriate divisions.
Responds to inquiries and requests in a timely and professional manner while adhering to all TWDB guidelines, policies, and requirements.
Provides rotating coverage and support for the agency’s main telephone line.
Provides telephone and administrative back-up support to Finance Department staff.
Collaborates closely with Finance staff and agency administrative teams to coordinate workflows, share information, resolve issues, and support consistent, efficient administrative operations across the organization.
Assists P&CS team members with administrative assignments, including meeting coordination, document tracking and routing, and other assigned projects.
Contributes to the development and revision of administrative policies, procedures, standards, and methods.
May provide guidance and interpretation on policies and procedures.
May assist with legislative bill analysis by tracking responses, reviewing proposed legislation, identifying potential impacts, and summarizing key provisions.
Develops administrative procedures, standards for creating, maintaining, and retaining of electronic files and records, ensuring full compliance with accessibility requirements.
May communicate objectives, tasks, and decisions to staff on behalf of the Director of Procurement and Contract Services.
Collects and analyzes relevant data, conduct research, provides background documentation, recommend and implement changes, and ensure timely completion of special projects and tasks.
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, as needed.
Performs other duties as assigned.