Texas Water Development Board

Only candidates who apply via email to (HR “at” TWDB.texas.gov) with an official State of Texas Application or through the WorkInTexas.com website will be considered for this position. View this position and apply at https://tinyurl.com/2adqd8g8. Texas Water Development Board’s Mission - Leading the state’s efforts in ensuring a secure water future for Texas and its citizens.  The Texas Water Development Board (TWDB) endorses telecommuting and hybrid workplace plans, in addition to other flexible work alternatives. We offer competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work hours 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.  * Salary commensurate with experience and qualifications Job Description Summary Performs complex (journey-level) professional assistance work for the director, managers, and staff of the Groundwater Division within the Office of Water Science & Conservation. Work involves coordinating high-level administrative operations of the division. This includes maintaining strong communication, collaboration, and organizational skills to ensure administrative support of the four program areas in the Division (Groundwater Monitoring, Groundwater Modeling, BRACS, and Groundwater Technical Assistance). Duties include preparing, reviewing, tracking, and filing administrative forms, correspondence, procedural documents, and technical reports, scheduling meetings, disseminating information to and from the division, including with the public, elected and appointed officials, and stakeholders. Duties also include assisting the administrative team of the Office of Water Science & Conservation. May train and supervise the work of others. Works under general supervision, with moderate latitude for the use of initiative and independent judgement. Reports to the Director of the Groundwater Division. Essential Job Functions Oversees and assists the director, managers, and staff with all administrative activities and operations in the Groundwater Division. Assists with coordination, preparation, and monitoring of division and activities, which may include tracking performance measures, contracts, and program budgets. Prepares, reviews, processes, and tracks agency documents, such as internal memos and reports, personnel documents, expenditure requisitions, travel authorizations and vouchers, vehicle request forms, etc. Reviews documents for adherence to agency policies and standards. Schedules and coordinates meetings, appointments, and special events; reserves meeting sites; contacts and confirms appointments and meetings; prints necessary documents or agenda; attends meetings and takes minutes as necessary. Monitors staff calendars and updates office/agency calendars, as necessary. Receives, processes, facilitates, and disseminates information within the division and with other agency departments, groundwater conservation districts, legislators, Board members, and the general public; ensures timely responses in all instances. Coordinates and processes travel arrangements, including airline, hotel, and vehicle reservations. Verifies staff timesheets for the division. Processes postal mail, orders office supplies, and coordinates office equipment repairs. Assists stakeholders, customers, contractors, and consultants. Answers and routes incoming phone calls; takes messages and refers calls to appropriate staff. Researches and composes accurate and timely communications. Develops, maintains, and updates databases, electronic files, documents, and spreadsheets for record keeping and process tracking. Assists director and managers in the maintenance and timely disposal of electronic and hard-copy files in accordance with the agency’s records retention procedures and schedule. Assists with development of administrative procedures for the division and adherence to agency policies and procedures. Participates in professional development activities by setting and pursuing professional development goals. Assists the Office of Water Science & Conservation administrative team with meetings and activities. Provides administrative back-up support for the Deputy Executive Administrator of Water Science & Conservation and to other areas of the agency when necessary. Provides telephone and administrative back-up support to other areas of the agency when necessary. Work 8:00 AM to 5:00 PM, Monday through Friday, with the ability to be flexible as necessary. 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 Public or Business Administration, English, Science, or a related field. Experience in administration management. One to two years of professional experience providing administrative support in an office or laboratory setting. Experience and education may be substituted for one another on a year-for-year basis. Preferred Qualifications  Experience proofreading, preparing documents, and scheduling meetings. Experience organizing and tracking documents and managing multiple tasks at once; strong organization skills. Experience using Microsoft programs, such as Word, Excel, Outlook, SharePoint, and Teams, and/or CAPPS; strong technology skills. Work experience in a government organization, preferably a State of Texas agency. Work experience in a scientific, engineering, or technical organization. Knowledge, Skills, and Abilities (KSAs) Knowledge of local, state, and federal laws and regulations relevant to the Groundwater Division and of the principles and practices of public administration. Knowledge of accepted office practices and procedures, including document editing, records management, and telephone techniques. Knowledge of proper document construction, grammar, punctuation, and editorial techniques. Skills in using Microsoft Office programs such as Word, Excel, Outlook, SharePoint, and Teams or other collaboration software. Skills in use of internet, email, word processing, spreadsheet, presentation, and database software. Skills in CAPPS (Centralized Accounting and Payroll/Personnel System) for Texas agencies for submitting timesheets, expenditure requisitions, etc. Skills in preparing, proofreading, routing, tracking, and maintaining accurate communications, including records, reports, documents, and correspondence. Ability to communicate information clearly, concisely, and respectfully, both verbally and in writing. Ability to handle high-level administrative issues, to analyze and solve work-related problems, and to provide guidance to others. Ability to apply initiative and decision-making in a professional capacity. Ability to work in a deadline-oriented environment, managing multiple tasks while maintaining regular progress on assignments to meet deadlines. Ability to coordinate meetings, travel, special events, and to make appointments. Ability to take and transcribe meeting notes. Ability to establish and maintain effective working relationships with a variety of individuals including executives, directors, managers, staff, and stakeholders. 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 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 days that may exceed 8 hours, including early mornings, nights, and weekends. Ability to train others.