Executive Assistant 2

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 https://tinyurl.com/CAPPS-Explore-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

Performs highly complex (senior-level) professional assistance work for the Deputy Chief Financial Officer and staff of the Finance Office. Work involves coordinating high-level administrative operations for the division, disseminating information, maintaining filing systems, performing administrative support, and contacting and coordinating with intra-and inter-agency personnel, and external stakeholders. Prepares, reviews, tracks, and files administrative forms, correspondence, procedural documents, and technical reports. Schedules meetings, disseminates information within the agency and with external stakeholders, and serves as the records management liaison for the division. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Deputy Chief Financial Officer.

ESSENTIAL JOB FUNCTIONS

• Assists with all administrative matters, programs, activities, and operations in the Finance Administration Division.
• Receives, processes, facilitates, and disseminates information between the division and other agency departments, legislators, Board Members, and the general public.
• Maintains the confidentiality of sensitive information and ensures timely responses, as necessary. 
• Collects and analyzes relevant data, research, 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. 
• Prepares and processes documents such as expenditure requisitions, travel vouchers, travel authorizations and vehicle request forms.
• Coordinates and process travel arrangements including airline, hotel, and vehicle reservations. 
• Develops, prepares, types, formats, edits, tracks, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications. 
• Assists in the preparation of material for presentation to agency Board Members and other audiences.
• Assists the Deputy Chief Financial Officer with personnel actions including but not limited to job posting and hiring paperwork for the division.
• Coordinates the calendar for the Deputy Chief Financial Officer. 
• Provides input into developing and revising administrative policies, procedures, standards, and methods, provides guidance and interpretations on policies and procedures.
• Communicates objectives, tasks, and decisions to staff on behalf of the Deputy Chief Financial Officer.
• Researches and composes accurate and timely communications.
• Develops, maintains, and updates databases, electronic files, documents, and spreadsheets.
• Develops administrative procedures, standards, and methods for creation, maintenance and retention of physical and electronic files and records. 
• Provides telephone and administrative back-up support to Finance Department staff as well as rotating coverage for the agency's main telephone line.
• Processes mail, orders supplies, and coordinates office equipment repairs.
• Coordinates and prepares administrative assignments, programs, and other administrative matters for the Deputy Chief Financial Officer.
• Provide guidance to others.

• 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.     

Qualifications

MINIMUM QUALIFICATIONS

• Graduation from an accredited four-year college or university with a bachelor's degree.
• Seven of relevant work experience in administration management.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

PREFERED QUALIFICATIONS

• Previous State of Texas agency work experience.
• Software experience such as editing and formatting Microsoft Office documents. 
• Ability to work and communicate effectively with team, stakeholders or customers. 
• Experience developing and revising administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant to the Finance Administration 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, and report writing. 
• Skills in using Microsoft Office programs such as Word, Excel, Teams, Outlook, and Access.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines. 
• Skills in document and file management, including preparing, routing, tracking, and maintaining accurate communications including records, reports, documents, and correspondence, along with strong organizational skills.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the general public.
• Ability to coordinate meetings, travel, special events, and make appointments, and experience assisting multiple staff such as an administrative team or a division of staff. 
• Ability to timely and accurately balance and successfully complete a heavy workload with numerous deadlines.
• 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 assistance, 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 at https://tinyurl.com/CAPPS-Explore-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, Stephen F. Austin Building

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

Please contact Human Resources for accommodation requests.

Phone: (512) 475-2142

Email: HR(AT)twdb.texas.gov

Compensation: 4100 to 4700 (USD) (MONTHLY)