TWDB - 26-64: PAR Executive Assistant (Executive Assistant I-II)

Texas Water Development Board (TWDB) • Austin, TX

3h • $3,581 - $5,050

About The Position

Performs complex (journey-level) to highly complex (senior level) professional assistance work for the Director and Assistant Director of the Program Administration & Reporting (PAR) Division. Work involves overseeing high-level administrative operations, including disseminating information, maintaining electronic filing systems, and providing technical and administrative support to the PAR Division and the Water Supply and Infrastructure (WSI) Office. Manages Director's calendar and schedules meetings as requested. Contacts and coordinates with intra-agency and inter-agency personnel, the general public, and elected and appointed officials. May oversee and/or participate in special projects/programs as assigned. Assists in identifying ways to streamline processes and improve customer service. Tracks and prepares division-related items such as requisitions, time sheets, travel, and personnel related documentation to include posting, interviewing, hiring paperwork and other items as assigned. Works under general to limited supervision with moderate to considerable latitude for use of initiative and independent judgment. Reports to the Director of the Program Administration & Reporting (PAR) 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.
• Executive Assistant I:
• Two years of relevant work experience in an administrative support role, with demonstrated experience supporting mid-to-senior level management and/or administrative support management.
• Two years of relevant work experience in preparing, editing, and distributing correspondence, reports, forms, and documents.
• Experience with scheduling, calendar management, travel arrangements, and expense reports.
• Executive Assistant II:
• Five years of direct administrative support experience, with at least two-three years supporting high-level executives or managers and/or administrative support management.
• Five years of relevant work experience in preparing, editing, and distributing correspondence, reports, forms, and documents.
• Experience maintaining confidential personnel records and ensuring compliance in posting and hiring documentation.
• Experience in creating, posting, and managing vacancy announcements and ensuring accuracy of hiring documentation.
• Relevant education and experience may be substituted for each other on a year-for-year basis.

Nice To Haves

• Two years of collaborating in a team environment on projects, correspondence, meeting preparation, and travel.
• Five years of progressive experience in upper management and/or administrative support management.
• Two years of progressive responsible experience in office practices and administrative procedures.
• Experience with the Centralized Accounting and Payroll/Personnel System (CAPPS) HR, Recruit, and Financials.
• Intermediate proficiency in Microsoft Word, Excel, SharePoint, Teams, and Outlook.
• Previous work experience with a state and/or federal agency.

Responsibilities

• Provides high level administrative assistance to the Director of Program Administration & Reporting (PAR) and, as necessary, other management or staff in PAR.
• Provides administrative support to the Assistant Director in PAR.
• Schedules and coordinates meetings, appointments, and special events, and assists with the coordination of special assignments and activities.
• Maintains the PAR board item schedule.
• Conducts direct coordination with the PAR Director to identify impending vacancies and initiates the backfill process in a timely manner.
• Develops, prepares, reviews, formats, edits, tracks, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, procedures, guidance documents, and department publications.
• Determines the format and content of written communication and ensures such documents are compliant with agency style guide.
• Receives, processes, facilitates, and disseminates information between the division and other agency departments, legislators, board members, and the general public; ensures timely and accurate communications.
• Prepares and tracks expenditure requisitions for PAR in CAPPS and coordinates with other business areas as needed.
• Creates weekly reports to the director on the progress of pending requisitions and registrations, license renewals, and other tasks that are assigned.
• Schedules or coordinates travel arrangements and prepares and tracks travel authorizations, car requests, and travel vouchers.
• Routes documents for signature approval in DocuSign and Adobe Sign as required.
• Answers, screens, and routes incoming phone calls; takes messages, and answers and refers calls to appropriate staff.
• Verifies timesheets of Department staff on a routine basis.
• Coordinates with other Executive Assistants on the preparation of personnel action forms and tracking and reporting to the director on the status of annual appraisals for the division.
• Coordinates with hiring managers and WSI recruit coordinator on personnel tasks, to include posting positions into CAPPS Recruit, scheduling interviews, checking references, and completing or updating required forms.
• Coordinates with hiring managers on preparing requisitions and monitoring application submittals, as assigned.
• Coordinates with PAR staff and other WSI Executive Assistants in reviewing and submitting the Weekly Activity Report (WAR).
• Coordinates and assists the Director, Assistant Director and other team staff as needed ensuring consistency among the teams.
• May train others.
• May serve as the point of contact for Public Information Requests (PIRs).
• May communicate agency and division objectives, tasks and assignments on behalf of the Division Director; may assist with the coordination of department assignments and activities.
• Provides back-up for the other Executive Assistants in the Water Supply and Infrastructure Office.
• Provides rotating coverage and support for the agency’s main telephone line.
• Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Maintains secure confidential electronic files and protects the integrity of all sensitive information.
• Assists in the preparation of material for presentation to the board, members of the legislature, and other audiences.
• Establishes and maintains records, filing systems, and logs, including utilizing SharePoint and OneDrive when appropriate.
• Manages calendars as assigned.
• May identify training and development needs, including costs, and actively pursue opportunities to improve knowledge, skills and abilities.
• Maintains effective working relationships with a variety of individuals including internal and external stakeholders, management, staff, and the general public.
• Assumes responsibility for timely completion of special projects or tasks, including performing necessary research, collecting and analyzing relevant data and providing results and supporting documentation.
• 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.

Benefits

• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level