24-89 - Financial Compliance Executive Assistant - Austin, United States - Texas Water Development Board

Texas Water Development Board
Texas Water Development Board
Verified Company
Austin, United States

4 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Salary commensurate with experience and qualifications

TEXAS WATER DEVELOPMENT BOARD'S MISSION
Leading the state's efforts in ensuring a secure water future for Texas.


Job Description Summary


Performs complex (journey-level) professional or technical financial assistance work for the Director and staff of the Financial Compliance Division and the Finance Office.

Work involves coordinating high-level administrative operations of the division, disseminating information, maintaining filing systems, and performing internal administrative support work.

Manages the Director's calendar. May prepare, review, track, and file administrative forms, correspondence, procedural documents, and technical reports. May be required to handle confidential and sensitive information. Coordinates and prepares travel for Financial Compliance staff. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Director of the Financial Compliance Division.


Essential Job Functions

  • Provides guidance regarding agency administrative processes.
  • Coordinates the calendar for the Director of Financial Compliance.
  • Identifies and corrects administrative deficiencies or lack of compliance with existing processes.
  • Prepares and/ or edits for accuracy and distributes various documents, including correspondence, memos, meeting notices, reports, forms, agendas, handouts, and spreadsheets.
  • Ensures all documentation is compliant with agency style guide.
  • Maintains contact information for agency databases to ensure information is accurate and up to date for all Financial Compliance correspondence.
  • Collects and analyzes relevant data, research, and initiates necessary changes.
  • Provides background documentation on matters requiring attention, assumes responsibility for timely completion of special projects or tasks, and assists in all pertinent matters.
  • Reviews reports and correspondence for accuracy.
  • Maintains filing in accordance with office guidelines including scanning and filing of documents.
  • Performs general office duties such as processing mail, ordering supplies, coordinating office equipment repairs, copying, or preparing purchasing documents.
  • Coordinates meetings, conferences, and training sessions.
  • Compiles and enters data into graphs, charts, or other documents.
  • May assist the Director of Financial Compliance with general human resource management actions and posting of positions in CAPPS Recruit.
  • May assist in the development of training material.
  • May provide input into developing and revising administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.
  • May communicate objectives, tasks, and decision to staff on behalf of the Director of Financial Compliance.
  • May assist in the fiscal note routing process during legislative sessions.
  • Assists in managing and maintaining schedules and preparation of travel arrangements and travel documentation for staff, management of Audit Intake process, Loan Confirmations and Expenditure Requestions.
  • Receives, processes, facilitates, and disseminates information between the division and other agency departments, legislators, Board members, and the public.
  • Maintains confidentiality of sensitive information, and ensures timely responses as necessary.
  • 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.

Minimum Qualifications

  • Graduation from an accredited fouryear college or university with major coursework in Business Administration, Finance, or a related field.
  • Three years of experience providing complex office management and executivelevel support in assisting upperlevel management.
  • Relevant education and experience can be substituted on a yearforyear basis.

Preferred Qualifications

  • Previous State of Texas agency work experience.
  • Experience with Microsoft Office, Word, Excel, Teams, Outlook, and SharePoint.
  • Previous experience using CAPPS HR and Financials.
  • Two or more years of experience in preparing, editing, and distributing correspondence, reports, forms, and documents.
  • Two or more years of experience developing and revising administrative policies, procedures, standards, and methods, and providing guidance and interpretation on policies and procedures.

Knowledge, Skills, and Abilities (KSAs)

  • Knowledge of local, state, and federal laws and regulations relevant to the Financial Compliance Division.
  • Knowledge of the principles and practices of publi
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