Executive Assistant - McAllen, United States - LOWER RIO GRANDE VALLEY - WORKFORCE DEVELOPMENT BOARD

Description

Job Description

POSITION PURPOSE:

Executive Assistant performs professional assistance work for the Chief Executive Officer (CEO) of Workforce Solutions. Serves as Workforce Solutions EO Officer. Acts independently and serves as Liaison to the Board of Directors, Executive, Management staff; and performs related work as required. Oversees and coordinates the overall meeting logistics and ensures compliance in accordance with the Open Meetings Act. Coordinates travel arrangements for the CEO, Board Members, and Board staff. The Executive Assistant works under general supervision and will have limited latitude for the use of independent thought and judgment.

ESSENTIAL FUNCTIONS AND BASIC DUTIES:

Assist CEO

• Provides administrative assistance to the CEO; receives and screens visitors and telephone calls on behalf of the CEO.
• Coordinates and manages CEOs work calendar. Coordinates meetings, and other activities with governmental agencies, Board members, and other stakeholders on behalf of the CEO.
• Receives and sends CEOs correspondence.
• Registers CEO for conferences and RSVP to meetings.
• Prepares and routes documents for CEOs electronic signature.

Meetings

• Plans, oversees, and coordinates the overall meeting logistics for Staff, Committee and Board of Directors meetings including scheduling, setup, and catering.
• Pans, solicits, compiles, and prepares notices, agendas and meeting packets for all Board and Committee meetings and Annual Chief Elected Officials meeting.
• Proofreads materials (I.e. Committee and Board packets, reports, etc.) for accuracy, completeness, formatting, and correct English usage, including grammar, punctuation, and spelling.
• Prepares correspondence, forms, work orders, notes, brief instructions, Committee and Board minutes.
• Reserve conference rooms, virtual and/or teleconference calls.
• Ensures public meetings/public hearings are properly posted in accordance with the Texas Open Meetings Act.
• Coordinates Public Comments in accordance with the Texas Open Meetings Act.

Board of Directors

• Interacts directly with the Board of Directors on behalf of the CEO and serves as Board Liaison.
• Serves as Point of Contact with the Texas Workforce Commission (TWC) and Chief Elected Officials regarding Board of Director membership to ensure Board compliance with TWC and related matters including vacancies, nominations, appointments, and re-appointments.
• Plans, solicits, compiles, and submits all required documentation to TWC including, but not limited to, correspondence, Board of Directors membership and Contact Verification Form.
• Serves as Point of Contact for New Board Member Orientation including, coordinating and soliciting, compiling and generating agenda and meeting packets for New Board Member Orientation.
• Ensures the continuity of communication, information, reports, meetings etc., with the TWC and public and private officials, groups, related entities, and other stakeholders.

EO Activities

• Serves as the Boards liaison with the State WIOA EO Officer and the DOLs Civil Rights Center.
• Monitors and reviews the Boards activities, and the activities of those entities that receive WIA Title I funds from the Board, to ensure the Board and its subrecipients do not violate non-discrimination and EO obligations under WIOA Title I, 504 of the Rehabilitation Act of 1973, or their impending regulations.
• Reviews the Boards written policies to ensure the policies are non-discriminatory.
• Develops and publishes the Boards procedures for processing discrimination complaints; ensures the procedures are followed; and, as necessary, confers with the state WIOA EO officer on received complaints.
• Reports EO matters directly to the appropriate official - including, but not limited to, the Board CEO or State WIOA EO officer.
• Attends trainings to maintain competency at the Boards expense.
• Collaborates with the state WIOA EO officer when a complainant selects alternative dispute resolution (ADR) as per the means for resolving their complaint.

Travel

• Reviews General Services Administration (GSA) guidelines for hotel state rates and maximum allowable meal expenditures and communicates rate limits to the traveler.
• Obtains cost comparison for travel related mileage requests to ensure the lowest cost is attained.
• Makes hotel arrangements and prepares credit card authorization forms for payment.
• Coordinates transportation (i.e. car rental, flight, or mileage)
• Prepares and provides itineraries to the traveler with pertaining travel information.
• Prepares expense reports for CEO and Board Members.

Other Duties

• Manages electronic signature tool usage and assigns access.
• May review processes, website/social media/marketing materials effectiveness as directed by CEO.

GENERAL QUALIFICATIONS:

Education / Certification

Graduation from an accredited high school or successful completion of GED certification is required. A Bachelors degree in public administration or business administration is preferred. Availability to take Open Meeting Act and Public Information Act certifications.

Experience and Training

Three (3) years progressive administration management or related experience is required.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION:

The following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Finger Dexterity:

Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

Talking:

Especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly.

Average Hearing:

Able to hear average or normal conversations and receive ordinary information.

Average Visual Abilities:

Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate machinery.

Physical Strength:

Sitting most of the time but must walk, climb, kneel, reach frequently. Frequent local travel. Exerts up to 10 lbs. of force occasionally.

WORKING CONDITIONS:

• No hazardous or significantly unpleasant conditions (typical office or administrative work).
• Workers must be able to travel/transport themselves to designated sites as assigned and must have a valid drivers license and current automobile liability insurance.
• Some out of the area travel is required, to attend work-related meetings, conferences, or trainings.

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION:

Reasoning Ability:

Ability to deal with a variety of variables under only limited standardization. Able to interpret various instructions.

Mathematics Ability:

Able to perform basic math skills, use decimals to compare ratios and percents, and to draw and interpret graphs.

Language Ability:

Ability to read and comprehend a variety of documents. Ability to prepare memos and reports using proper punctuation, spelling, and grammar. Ability to communicate distinctly with appropriate pauses and emphasis, correct pronunciation, and variation in word order using present, perfect, and future tenses in English is required. Ability to communicate in Spanish is preferred.