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/22bb5aqt. 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 and staff of Water Supply Planning Division. Work involves coordinating high-level administrative operations of the division, disseminating information, maintaining filing systems, performing administrative support, and contacting and coordinating with intra-and inter-agency personnel, the general public, and elected and appointed officials. May train and supervise the work of others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Director of the Water Supply Planning Division. Essential Job Functions Oversees and assists with all administrative matters, programs, activities, and operations in the Water Supply Planning Division. Assists with the coordination of department assignments and activities. 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; 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. Assists with preparation and tracking of Division budget and performance measures. Establishes and maintains records, filing systems, and logs; monitors staff calendars as assigned. Assists Division 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. Prepares and processes documents such as expenditure requisitions, travel vouchers, travel authorizations and vehicle request forms. Schedules and coordinate meetings, appointments, and special events; reserves meeting sites; contacts and confirms appointments and meetings; print necessary documents or agenda; attends meetings and takes minutes as necessary. Coordinates and process travel arrangements including airline, hotel, and vehicle reservations. Develops, prepare, types, formats, edits, track 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, Members of the Legislature, and other audiences. Researches and composes accurate and timely communications. Develops, maintain, and update databases, electronic files, documents, and spreadsheets. Develops administrative procedures, standards, and methods for creation, maintenance and retention of physical and electronic files and records. Answers, screens, and routes incoming phone calls; takes messages, and answers and refers calls to appropriate staff. Provides telephone and administrative back-up support to other areas of the agency when necessary. Update and maintain electronic/web calendar. Verifies timesheets of division staff. Process mail daily, order supplies, and coordinate office equipment repairs. Participates in Supervisor-approved Career Development Plan activities, including the establishment of employee goals and identification of job-related training opportunities as discussed with Supervisor. 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 course work in Human Resources, Public or Business Administration, or a related field. One to two years of progressive experience in office management or administrative support. Proficient in Microsoft Word and Excel. Relevant education and experience can be substituted on a year-for-year basis. Preferred Qualifications  Previous State of Texas agency or legislative work experience. Previous experience with administrative support in a Planning and/or Natural Resources area. Previous State of Texas legislative process experience and/or State of Texas statutes and administrative code experience Knowledge, Skills, and Abilities (KSAs) Knowledge of local, state, and federal laws and regulations relevant to the Water Supply Planning Division, 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. 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. 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 willing 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 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 on days that may exceed 8 hours, including early mornings, nights, and weekends. Ability to train and supervise the work of others. Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the general public. Ability to timely and accurately balance and successfully complete a heavy workload with numerous deadlines. Ability to take and transcribe meeting notes.