18-51 Executive Assistant II

Texas Water Development Board

Veteran’s Preference

Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the fields of 42A – Human Resource Specialist, 641X – LDO-Administration, 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 advanced (senior-level) professional administrative work. Work involves planning and coordinating special administrative projects and assignments. Has access to confidential matters requiring discretion and sound judgment. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the General Counsel of the Office of General Counsel.

Essential Job Functions

  • Plans, coordinates, monitors and manages the agency Board meeting process and maintain Board meeting Records.
  • Prepares material related to confidential personnel matters, including personnel requisitions, personnel actions, performance plans, and evaluations.
  • Answers the phone for the general counsel and the department and routes calls to legal staff.
  • Responds to routine correspondence.
  • Prepares complex correspondence, reports and statistical data for the general counsel.
  • Coordinates the calendar for the general counsel.
  • Prepares all travel arrangements for the Office of General Counsel.
  • Prepares travel requests and vouchers for the Office of General Counsel.
  • Provides technical assistance to the General Counsel regarding agency policies and procedures.
  • Maintains files for the General Counsel and for the Office of General Counsel according to agency record management schedules.
  • Orders and maintains supplies for the office.
  • May assist in budget preparation.
  • Logs, tracks, and routes all Office of General Counsel contracts, board items, and other documents that require, General Counsel, Executive Administrator, and Board Members’ signature and approval.
  • Provides back-up to the TWDB’s visitor reception area as needed.
  • 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.

Minimum Qualifications

  • Graduation from an accredited four-year college or university with major coursework in business administration or related field.
  • Five years of progressive technical and administrative experience in legal office practices or administrative support.
  • Experience and education can be substituted for one another on a year for year basis.

Preferred Qualifications

  • Previous state government experience.
  • Previous experience working in a legal office or with lawyers.

Knowledge, Skills, and Abilities (KSAs)

  • Knowledge of local, state and federal laws and regulations relevant to Office of General Counsel; and of the principles and practices of public administration.
  • Knowledge of government office policies and procedures, legal office management, and related legislative and legal practices and procedures.
  • Skills in proficient use of Microsoft Office products to include Word, Excel, Access and Power Point.
  • Skills in use of internet, email, word processing, spreadsheet, presentation and database software.
  • Skills in effective oral and written communication.
  • Skills in performing highly detailed work under limited supervision and in consideration of multiple 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 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 and willingness to travel 10% 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 days that may exceed 8 hours, including early mornings, nights, and weekends.
  • Ability to train others.
  • Ability to function efficiently in a team setting, and to coordinate with other staff to ensure continuity and consistency.
  • Ability to handle multiple tasks giving special attention to priority items.

Remarks

  • Copy of required academic transcripts and/or licensures and driving record 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.

 

Posted: April 12, 2018