TWDB PAR Executive Assistant Executive Assistant III - Austin - Texas Water Development Board

Description

Job Description

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 **** in the CAPPS online application system at . Please visit our job opportunities page at 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 .

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

Salary Ranges:

• Executive Assistant I: $3,581.33/month - $4,365.00/month***
• Executive Assistant II: $4,370.00/month - $5,050.02/month***

GENERAL DESCRIPTION

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.

** ESSENTIAL JOB FUNCTIONS**

• 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.

Qualifications:
Qualifications

** MINIMUM QUALIFICATIONS**

• Graduation from an accredited four-year college or university with a bachelor's degree in Public or Business Administration, or a related field.
  • Work Experience:
  • 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.

** PREFERRED QUALIFICATIONS**

• 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.

** KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)**

• Knowledge of local, state, and federal laws and regulations relevant to the Program Administration & Reporting Division.
• Knowledge of the principles and practices of public administration.
• Knowledge of complex office practices and administrative procedures, including record keeping and records management, telephone techniques, report writing, and proper document construction.
• Knowledge of accepted business practices and procedures.
• Knowledge of applicable rules, regulations, and policies.
• Knowledge of related legislative and legal practices and procedures.
• Skills in using Microsoft Office programs such as Outlook, Word, Excel, Teams, and SharePoint.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in using Adobe Acrobat, creating forms, converting documents to pdf and routing documents for signature through Adobe Sign.
• Skills in routing documents for signature through DocuSign.
• Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines.
• Skills in communicating effectively in writing as appropriate for the needs of the audience.
• Skills in proactively seeking opportunities to support the team and its customers.
• Skills in exceptional written and verbal communication, including the ability to draft, edit, and finalize reports and correspondence.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• Ability to provide guidance and assistance in a clear, concise, and consistent manner to promote an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Ability to take accurate meeting minutes and transcribe meeting notes and minutes for distribution.
• Ability to handle high-level administrative issues.
• Ability to analyze and solve work-related problems.
• Ability to communicate effectively.
• Ability to exercise initiative and independent judgement.
• Ability to work in a deadline-oriented environment.
• Ability to maintain confidentiality and discretion with sensitive personnel issues.
• Ability to establish and maintain effective working relationships with a variety of individuals including executive staff, board members, legislators, agency staff, and/or the general public.
• Ability to maintain required certifications and licenses and meet the continuing education needs and requirements of the position to include attending mandatory training courses.
• Ability to adhere to work schedules, follow procedures with respect to leave and submit accurate timesheets by prescribed deadlines.
• Ability to make mature, objective decisions and identify areas of potential problems.
• Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
• Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
• Ability to perform assigned duties and improve work habits and/or output.
• Ability to complete assigned work, on time, neatly and with infrequent errors.
• Ability to interpret policies, procedures, and regulations.
• Ability to provide prompt, courteous and accurate and clear and concise communication to internal and external stakeholders both verbally and in writing. and clear and concise communication to internal and external stakeholders both verbally and in writing.
• Ability to work and cooperate with others in a team environment.
• Ability to manage multiple tasks.
• Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
• Ability and willingness to travel 5% of the time, primarily within the State of Texas.
• Ability to operate a vehicle (state or personal) for state business and maintain a driver's license and driving record that complies with state and agency requirements.
• Ability to work shifts that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.

Additional Information

All interested candidates should apply with a State of Texas application via the CAPPS online application system. First time applicants will need to create an account in the CAPPS online application system Please visit our job opportunities page 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, Stephen F. Austin Building

1700 North Congress Ave., Room 670, Austin, Texas 78701

Please contact Human Resources for accommodation requests.

Phone:

Email:

Compensation:
$3,581-$3,581