DPS - HSO - Regional Director's Executive Assistant II - 0162 - Austin, United States - State of Texas

Description

GENERAL DESCRIPTION:

Perform highly complex (senior-level) professional assistance work for the Regional Director and the executive staff. Work involves coordinating high-level administrative operations of the region. May assign and/or supervise the work of others.

Work under limited supervision with considerable latitude for the exercise of initiative and independent judgment within the limits of applicable policies, rules, regulations, and procedures.

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met.


ESSENTIAL DUTIES / RESPONSIBILITIES:
1.

Serve as the senior administrative contact person for the region, providing technical and procedural guidance and assistance to staff and administrative support personnel.

2. Coordinate the timely and accurate submission of personnel forms, reports, and other documents. 3.

Receive, sort, and distribute incoming communications, respond to inquiries, and redirect work that does not require executive management attention, and prepare and/or package outgoing mail.4.

Review, coordinate, prepare and type personnel-related forms, budget documents, correspondence, memoranda reports, and applicable other documents. Proofread varied materials for typographical and grammatical errors.5. Establish and maintain a variety of computer-based files and data to assure ready retrieval of information as needed.6.

Develop, revise, and maintain administrative and office procedures, filing systems, and database files to enhance processing, maintenance and utilization of documents, data, and information.7.

Assist in interpreting policies and procedures and making administrative decisions as appropriate.8. Perform office receptionist duties, greeting and routing visitors. Receive and respond to telephone inquiries, addressing general information, questions, screening and/or routing calls to the appropriate personnel.9. Manage the office environment to ensure a high attention to detail and organization of data. 10. Communicate policies and administrative procedures to staff and administrative support positions.11. Coordinate calendars, meetings, and other activities with other governmental agencies, executives, and organizations on behalf of management.12. May communicate agency objectives, tasks, and decisions to staff on behalf of management.13. May assist in budget preparation.14. May assign and/or supervise the work of others.15. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.16. Perform other duties as assigned.


Qualifications GENERAL QUALIFICATIONS and REQUIREMENTS:
Education – High School Diploma or equivalent required; Bachelor's degree in Business Administration, Public Administration or related preferred.

Experience – Minimum of four years' of progressively responsible work experience performing complex administrative activities, ideally supporting a higher-level executive.

Substitution Note:

Additional work experience of the type described or other related education may be substituted for one another on a year-for-year basis.

Regulatory knowledge – Thorough knowledge of generally accepted office procedures and practices.

Knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.

Technology – Proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint) and be able to learn new software/systems.

Interpersonal Skills – Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers.

Must demonstrate DPS' core values:
Integrity, Excellence, Accountability, and Teamwork.

Organizational and Prioritization Skills – Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.

Presentation/Communication Skills – Must be able to construct and deliver clear, concise, and professional presentations and/or communications to a variety of audiences and/or individuals.

Research and Comprehension – Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.

Analytical Reasoning/Attention to Detail – Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.

Confidentiality and Protected Information – Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.

Safety – Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

Travel and/or Schedule – Availability for occasional after-hours and weekend work may be required. Telecommuting up to 5 days per week.


PHYSICAL and/or ENVIRONMENTAL DEMANDS:

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.· Environment: Office/indoors; · Ambulatory skills, e.g.

stand, walk, sit;· Hand-eye coordination and arm/hand/finger dexterity;· Ability to speak, hear, and exercise visual acuity;· Ability to transfer weights of ten pounds anticipated for this position;· Driving requirements: Occasional (1%).