Administrative Assistant V

Texas Water Development Board

Apply Via Mail/Hand Delivery: Texas Water Development Board

Stephen F. Austin Building, 1700 North Congress Ave., Room 670, Austin, Texas 78701, via facsimile (512) 463-7644, via email HR@twdb.texas.gov or via Work in Texas (www.workintexas.com).

A State of Texas Application for Employment is required for each position in which you are interested.  A resume and cover letter may be attached to the application form as supplemental information.

Applications must be received in the Human Resources Office by 5:00 p.m. on the closing date.

For application instructions, please visit our website at http://www.twdb.texas.gov/jobs/.

Veteran’s Preference

Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the fields of 42A – Human Resources Specialist, PS – Personnel Specialist, 018 – Personnel Administration (Warrant), 0111– Administrative Specialist, 3A1X1 – Administration or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.

Additional Military Crosswalk information can be accessed at http://www.hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

Job Description Summary

Performs highly advanced (senior-level) administrative support work. Work involves coordinating the dissemination of information, developing and maintaining filing systems, and performing and coordinating administrative support work. Maintains contact and coordination with intra- and inter-agency personnel, elected and appointed officials and the general public. May train others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. Reports to the Manager of the Regional Water Project Development (RWPD) Department.

 

Essential Job Functions

  • Performs highly responsible administrative and operational support functions of a wide and complex nature regarding scheduling and prioritizing meetings, appointments, special events, reserves meeting sites, coordinates travel arrangements, contacts and confirms appointments and meetings, attends meetings and takes minutes as necessary.
  • Receives, processes, facilitates, and disseminates information between the division and other agency departments, the Board members, and the general public.
  • Maintains confidentiality of sensitive information while ensuring timely responses as necessary to personnel actions, expenditure requests, facilitating PIO requests to ensure team members review/provide information.
  • Prepares, types, formats, edits, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications; may determine the format and content of written communications.
  • Assists in the preparation of material for presentation to the Board and other audiences.
  • Assists with the coordination of department assignments and activities.
  • Maintains and establishes records, filing systems, and logs.
  • Monitors staff calendars as assigned.
  • Prepares expenditure requisitions for the purchase of office supplies, equipment and other purchases and services.
  • Answers, screens and routes incoming phone calls; takes messages, answers and refers calls to appropriate staff, and greets and directs visitors to the appropriate staff.
  • Provides telephone and administrative back-up support to other division staff when necessary.
  • Maintains confidential and sensitive information.
  • Provides support for Essential Job Functions described above for additional RWPD teams due to temporary staffing conditions as assigned by Division Director.
  • Assists the Discipline Lead and WSI management in identifying process improvements in areas within RWPD that need improvement or could be streamlined.
  • Assists the Discipline Lead in reviewing and preparing procedures and guidelines and in conducting training as necessary.
  • Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
  • Enters and maintains information in TXWise (Agency database).
  • 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.
  • May provide training to newly hired Administrative Assistants on Essential Job Functions as assigned by Division Director.
  • May provide support for Essential Job Functions described above for additional Team Managers due to temporary staffing conditions as assigned by division director.
  • Performs other duties as assigned.

Minimum Qualifications

  • High School diploma or equivalent.
  • Seven to nine years of experience with administrative support.

 

Preferred Qualifications

  • Graduation from an accredited four-year college or university with major coursework in Business Administration or a related field.
  • Previous experience providing administrative support to a planning and/or natural resources area.
  • Previous work experience in State or Federal government.

 

Knowledge, Skills, and Abilities

  • Knowledge of local, state, and federal laws and regulations relevant to RWPD department; and 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.
  • Knowledge of proper document construction and editorial enhancement techniques.
  • Knowledge of operating computers, software applications, and peripheral devices.
  • Skills in using Microsoft Office programs such as Word, Excel, 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 communicating effectively in writing as appropriate for the needs of the audience.
  • Skills in talking to others to convey information effectively.
  • Skills in actively looking for ways to help people.
  • Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the general public.
  • 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 rules, regulations, policies and procedures.
  • 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 with no physical limitations or aids to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
  • 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 days that may exceed 8 hours, including early mornings, nights, and weekends.
  • Ability to train others.
  • Ability to function efficiently and harmoniously in a team setting, and to coordinate with other agency administrative assistants to ensure continuity and consistency.
  • Ability to timely and accurately balance and successfully complete a heavy workload with numerous deadlines.
  • Ability to exercise initiative and independent judgement.
  • Ability to implement new administrative systems and procedures and to evaluate effectiveness.
  • Ability to handle administrative, sensitive and confidential issues.

Remarks

  • Copy of required academic transcripts and/or licensures must be submitted at the time of hire. Failure to provide required documentation will result in no further consideration for employment.
  • Important Notice: Otherwise qualified candidates who are ultimately considered for potential employment with the Texas Water Development Board may be the subject of a request for any criminal history record information maintained by the Texas Department of Public Safety (DPS). Evidence of a criminal conviction or other relevant information obtained from the DPS shall not automatically disqualify an individual from employment with the Texas Water Development Board.

 

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Posted: January 04, 2018