IT Administrative Assistant (Austin)

State of Texas • Austin, TX

34d • $4,000 - $5,000

About The Position

Texas Workforce Commission connects people with careers across the state. While we are based in Austin on the north lawn of the Texas State Capitol, we have offices statewide. We're a Family Friendly Certified Workplace with great work-life balance, competitive salaries, extensive opportunities for training and development, and fantastic benefits. This position is based at 1411 Brazos Street, Austin in the Information Technology Director department. TWC is not considering applications from individuals who require sponsorship for an employment visa, including those currently on student or postgraduate visas. You must be a Texas resident to work for the Texas Workforce Commission or willing to relocate to Texas. We are seeking a proactive and resourceful administrative professional to contribute to our Information Technology (IT) team's success by demonstrating a positive approach to problem-solving, anticipating needs and ensuring efficient office operations. The ideal candidate is a self-starter who thrives in a collaborative environment and is committed to delivering exceptional support. The IT Administrative Assistant (Administrative Assistant IV-V) performs advanced to highly advanced (senior-level) administrative support work. Work involves coordinating the disseminating of information, developing electronic filing systems, and coordinating internal administrative support work. May serve as a lead worker providing guidance or direction to others. Works under limited to minimal supervision, with moderate to considerable latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of office practices and administrative procedures.
• Strong customer service skills with experience supporting colleagues in an office setting.
• Demonstrated ability to efficiently use Microsoft Office applications (Outlook, Word, Excel, PowerPoint) for document creation, data management, and communication, along with proficiency in SharePoint and operating standard office equipment such as printers, scanners, and copiers.
• Skill in attention to detail, organization, and time management.
• Ability to implement new administrative systems and procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively.
• Ability to work cooperatively with the team to complete work assignments.
• Ability to work independently while understanding the need for communicating and coordinating work efforts with others.
• Ability to communicate information effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with customers, coworkers, and vendors.
• Administrative Assistant IV: Three years of full-time experience that provided knowledge of administrative support functions and office practices and procedures, or clerical administration and business management practices, such as preparation, maintenance, and control of forms, records and reports.
• Administrative Assistant V: Four years of full-time experience that provided knowledge of administrative support functions and office practices and procedures, or clerical administration and business management practices, such as preparation, maintenance and control of forms, records and reports.
• Both Levels: Relevant academic credits may be applied toward experience qualifications for this position.

Responsibilities

• Provide high-level administrative support to the IT Division, ensuring smooth and efficient operations.
• Coordinate and perform general office duties such as maintaining documents/files, answering and routing phone calls and emails.
• Coordinate the purchasing for office needs; obtain quotes, enter purchase requisitions, place orders, verify receipt of purchases and other purchasing tasks.
• Coordinate conference registrations, travel arrangements, and/or travel reimbursement.
• Coordinate, plan and assist in planning and preparing for department in-office schedules, meetings, and other events.
• Coordinate preparing, editing/proofing, and distributing correspondence, reports, studies, forms, presentations, and documents.
• Compile and edit data, using charts and graphs to prepare summaries or reports.
• Serve as Property Control Officer (PCO) responsible for tracking and reporting on assigned assets in the IT Division.
• Serve as Records Management Liaison (RML) to coordinate records management activities for the IT Division.
• Serve as Additional Duty Safety Officer (ADSO) to assist Risk & Security Management (RSM) Safety Officers with the implementation of TWC Occupational Safety and Health Plan.
• Manage and maintain schedules for managers and directors.
• Explain and disseminate information concerning agency programs and procedures.
• Develop and revise processes and procedures manuals.
• May provide guidance to others.
• Work well in a team environment and be flexible and adaptable to changing business needs.
• Provide support for special projects.
• Perform other duties as assigned to maintain IT operations.

Benefits

• A Family Friendly Certified Workplace
• Competitive starting salary: $4,000.00 - $5,000.00/month
• Defined Retirement Benefit Plan
• Optional 401(k) and 457 accounts
• Medical Insurance
• Paid time off, including time for vacation, sick and family care leave
• Additional benefits for active employees can be found at https://www.ers.texas.gov/Active-Employees/Health-Benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees