TWDB - 26-55: TxGIO Executive Assistant (Executive Assistant III)

TWDB•Austin, TX

2d•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 Provides advanced (senior-level) professional support to the Texas Geographic Information Office (TxGIO). Work involves advanced professional administrative responsibilities and access to confidential information, requiring discretion and sound judgment. Coordinates high-level administrative operations for TxGIO leadership. Advises the DEA/GIO and management on administrative matters and assists with human resources-related activities. Assists with the management of the division budget, including the creation and routing of expenditure requests. Manages the DEA/GIO’s calendar and email inboxes to support timely fulfillment of TxGIO functions. Provides project, contract, and administrative support to management and staff. Works with TxGIO project and program managers and TWDB contracting staff to initiate, support, and maintain selected TxGIO contracts. Maintains contact and coordination with intra‑ and inter‑agency personnel, the general public, vendors, Texas Water Development Board members, and elected officials. Assists with developing and coordinating the Texas GIS Forum, and any other forum or conference activities as determined by the DEA. May train others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Reports to the DEA of the TxGIO Office.

Requirements

Graduation from an accredited four-year college or university with a bachelor's degree in Human Resources, Public or Business Administration, or a related field.
Seven years of relevant work experience in office management, administrative support, and/or human resources management.
Relevant education and experience can be substituted for each other on a year-for-year basis.

Nice To Haves

Previous work experience with a State of Texas agency.
Experience with Microsoft Office applications, including editing and formatting documents.
Experience using the State of Texas Centralized Accounting & Payroll/Personnel System (CAPPS) HR and Financials modules.
Experience supporting or coordinating contracts for a State of Texas agency.
Experience communicating effectively with a team members, stakeholders and customers.

Responsibilities

Oversees and assists with all administrative matters, programs, activities, and operations in the TxGIO Division.
Receives, processes, facilitates, and disseminates information between TxGIO, other agency departments, legislators, Board members, and the general public.
Maintains the confidentiality of sensitive information, and ensures timely responses, as necessary.
Assists with the development and maintenance of select TxGIO contracts.
Establishes and maintains records, filing systems, and logs.
Coordinates with TxGIO staff to prepare and finalize required quarterly performance measures documentation.
Assists in budget preparation and management, including the preparation of expenditure requests for the purchase of data and services, office supplies, equipment, staff travel, training, and conference registration, and other purchases and services.
Schedules and prioritizes DEA, Director and office-wide meetings, appointments, and special events.
Reserves meeting sites, coordinates travel arrangements, contacts and confirms appointments and meetings, prepare agendas, and takes minutes, as necessary.
Assists in coordination and planning of TxGIO staff retreats.
Assists with the coordination of TxGIO participation in the State Employee Charitable Campaign, and other designated events.
Assists the DEA/GIO and management with human resource activities, including overseeing the full hiring process, preparing personnel documents and maintaining associated records.
Exercises discretion with confidential personnel matters and privileged information.
Prepares travel requests, flight arrangements, and expense reports for TxGIO staff members.
Reviews TxGIO staff timesheets for completeness.
Assists in the preparation of materials for presentations to the Board and other audiences.
Conducts research and composes accurate and timely communications.
Develops and formats documents and spreadsheets.
Develops administrative procedures, standards, and methods for creation, maintenance and retention of physical and electronic files and records.
Answers, screens, and routes incoming phone calls and select tickets, takes messages and answers and refers calls or tickets to appropriate staff.
Coordinates TxGIO office facility repairs or needs.
Assists in the planning, preparation and review of reports, manuals, and publications.
Communicates agency objectives, tasks, and decisions to staff on behalf of the DEA/GIO.
Coordinates administrative assignments, programs, and other administrative matters within TxGIO.
Provides rotating coverage and support for the agency’s main telephone line.
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.