Executive Assistant 1

Job Title

Executive Assistant I

Agency

Texas Division of Emergency Management

Department

Human Resources Division

Proposed Minimum Salary

$4,888.00 monthly

Job Location

Austin, Texas

Job Type

Staff

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity, this status can affect working hours, travel needs and change in duties as needed.

The Executive Assistant I, under general supervision, provides complex administrative support to the Chief HR Officer and supports HR staff with personnel protocols. Work involves coordinating high-level administrative operations for the HR Division.  This position works in a fast-paced work environment and will be expected to exercise initiative and independent judgment with respect to matters of significance. This position reports to the Chief HR Officer (CHRO) and work is performed on site at the TDEM Headquarters located in Austin, Texas.

*Salary is a fixed rate and is non-negotiable.

*This position is located on-site and not subject to telecommuting.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Provide multifaceted administrative support and technical assistance to the CHRO and HR staff.

• Coordinate calendars, meetings, and other activities. Provide technical guidance and advice on administrative matters to agency executives, management, or staff. Coordinate and monitor action items and assignments made by management.

• Draft and manage correspondence and communications, schedules appointments, manages calendar, and coordinates CHRO’s appointments. Prepare notices or agendas for meetings.

• Prepare travel arrangements and expense reports.  May approve and process travel reimbursements.

• Compile reports such as FTE reports, posting status reports, evaluations, and records retention updates.

• Perform monthly analysis of HR Division office needs and orders office supplies as applicable.

• Responsible for routine and non-routine purchases through AggieBuy and on procurement card (payment card).   

• Attend training and maintain proficiency in agency’s purchasing program.  Ensure compliance with policies and procedures.

• Provide support to the HR Division by planning, scheduling, taking minutes, and other responsibilities as deemed necessary.  Assure confidentiality of highly sensitive and confidential matters. 

• Oversee inventory control for the HR Division and assists with annual physical inventory certification.    

• Serve as the main reception area for the HR Division and as gatekeeper to offices.

• Maintain confidentiality of HR documents, personnel matters and discussions.

• Monitor and maintain timeline compliance with annual calendar of HR timelines and reports.

• Monitor and track evaluation cycle for the agency and provide support and guidance to other executive assistants.

• Communicate policies, procedures, standards, and methods. Interpret policies, rules, and regulations.

• Respond to inquiries, resolving problems or inquiries. Review administrative practices and programs and assist in formulating procedures and processes.

• Perform basic statistical analysis and compose statistical-based reports for the HR Division.  

• Plan and coordinate logistical and administrative support for office moves, events, meetings or other special functions and provides on-site support.

• Research, compile, and apply information, making evaluative judgments on appropriate data to use.

• Assist with general human resources work (e.g., conducting reference checks and educational verification) and assist with the agency’s new employee orientation. May verify new hire’s identity and authorization to work as required by the I-9 form.

• Develop and maintain filing, record-keeping and records management systems.

• Assist with preparation for Title IX hearings and documentation of such.

• Prepare speaker notes and PowerPoint presentations for the CHRO advisory council representatives.

• Answer phone calls for the HR Division, routes incoming calls accordingly, takes messages, greets visitors, and directs visitors to appropriate staff.

• Assist in researching technical issues.

• May assist in developing and reviewing training materials.

• May serve as back-up for other TDEM Executive Assistants as needed.

• Ability to travel up to 10%.

• Face-to-face and person-to-person interactions are required.

• Maintain a regular course of attendance during assigned work schedule and work extended hours when needed. This position opens the office at 8:00 a.m.

• Perform related work as assigned.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education – Bachelor’s degree or equivalent combination of education and experience.

Experience – Three (3) years of related experience.

*Additional work experience or the type described above may be substituted for the education requirement on a year-for-year basis. Thirty (30) semester hours is equivalent to one (1) year of experience. A completed advanced degree in a relevant field may also be substituted in lieu of work experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Computer literacy with MSWord Office Suite.  Proficiency with Excel.

• Working knowledge of, or the ability to rapidly assimilate information related to TAMUS, state, and federal regulations, legislation, guidelines, policies, and procedures.

• Must exercise excellent interpersonal skills- position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.

• Ability to perform effectively under relatively constant high volume, firm schedule situations. Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment. Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness.

• Ability to work with minimal oversight.  Ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.

• Ability to anticipate and identify issues and problem solve.

• Skill in communicating orally and in writing. Ability to communicate with tact and diplomacy.

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

• Must demonstrate an ability to examine data/information, discern variations/similarities, and be able to identify trends, relationships, and causal factors, as well as grasp issues, draw accurate conclusions, solve problems, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.

• Must possess high levels of proficiency with utilized software and systems and be able to learn new software/systems.

• Must demonstrate an ability to responsibly handle sensitive and confidential information and situations.

• Must adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information.

• Must be able to travel by vehicle or other modes of transportation intra or interstate as needed for the job (10 percent).

REGISTRATION, CERTIFICATION OR LICENSURE:

Must successfully complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

*Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions

*Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.