TDA – Executive Assistant for Food & Nutrition
EXECUTIVE ASSISTANT FOR FOOD & NUTRITION
Salary Information: $5,000– $5,600.00/MO – B19
State Classification: Executive Assistant II – 0162
FLSA Status: Nonexempt
Posting Number: 23-58623-1
Location: Austin, TX
HOW TO APPLY
Apply online at via CAPPS. Applicants applying in WIT must complete the supplemental questions to be considered for the position. To complete the supplemental questions, go to CAPPS Recruit: https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en.
WHO ARE WE
The Texas Department of Agriculture’s Food and Nutrition Division administers 12 federal child and special nutrition programs and more than $2.5 billion in federal money annually. These programs aim to reduce hunger, encourage strong nutrition, and support local economies across Texas.
WHAT YOU’LL DO
The Executive Assistant will work in a fast paced, multi-faceted environment performing advanced (senior level) administrative support and technical program assistance work for the Assistant Commissioner for Food and Nutrition (F&N) and other division directors/managers. You will oversee high-level administrative operations to facilitate the efficiency and effectiveness of the division’s business operations. You will work under limited supervision with considerable latitude for the use of initiative and independent judgment.
PRIMARY RESPONSIBILITIES
Provide administrative and technical assistance to the Assistant Commissioner for F&N and other division directors/managers; and serve as an intra/interagency point of contact for the Assistant Commissioner for F&N.
Manage and maintain daily schedules and travel arrangements for the Assistant Commissioner for F&N and other assigned division directors/managers; coordinate arrangements and agendas and maintain a calendar of events for meetings, conferences, seminars, and trainings; and schedule travel plans for all assigned division staff and prepare and track all travel reimbursements.
Coordinate the preparation, editing, and distribution of correspondence, reports, studies, forms, documents and training materials; schedule meetings for division and other TDA staff and monitor calendars for scheduling conflicts; and reserve rooms and equipment for meetings, schedule attendees, attend meetings and take notes, and prepare meeting summaries.
Determine priorities and route work to other division staff; coordinate work between organizational units of the agency; and inform division directors/managers of activities throughout the division.
Maintain a log of assignments from the Executive Office and Assistant Commissioner for F&N’s office, track items routed for approval to other divisions, and follow-up as needed to ensure timely completion.
May provide assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing them to the appropriate staff; open and sort mail and route to appropriate folders for priority purposes; handle routine matters and bring urgent matters to the attention of appropriate personnel; provide administrative support to division program areas when needed; and serve as the primary point-of-contact and liaison for the division as needed.
Perform special projects for the Assistant Commissioner for F&N and other division directors/managers. Research special issues involving time-sensitive projects.
Maintain the Assistant Commissioner’s computerized address database.
Prepare reports on agency meetings and outside engagements, and apprise appropriate division staff on issues or policies discussed, as needed
Maintain a filing system for the Assistant Commissioner for F&N and, to include personnel files and information on each division program, their activities, and affiliates; and develop, coordinate, and maintain all program-related record keeping systems for physical and electronic files according to agency policy.
Assist in coordinating the setup for federal management evaluation and state audits as well as preparing routine Internal Audit reports.
May assist in developing, reviewing, and update policies and procedures for the division and make administrative decisions, as appropriate.
Assist the Assistant Commissioner for F&N in disseminating administrative, policy and legislative information within the division.
Follow all TDA policies and procedures.
Perform other duties as assigned.
MINIMUM QUALIFICATIONS
High School Diploma.
Four (4) years of work experience in the following (or closely related) fields: executive assistant, administrative assistant working with high-level executives, or office manager.
Bachelor’s degree and two (2) years’ experience in an Executive Assistant role and office practices and administrative procedures in a fast-paced environment for multiple executives may substitute for the required work experience.
PREFERRED
Bachelor’s Degree.
Experience working for a state agency.
Bilingual speaking ability in English and Spanish.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of office practices and administrative procedures; Microsoft Office Suite.
Skill in using effective critical thinking skills; accurate typing, spelling, punctuation and grammar skills; verbal and written communication, human relations and organizational skills; providing customer service excellence to both internal and external customers; and skill in the use of a computer and applicable software.
Ability to represent the Assistant Commissioner for F&N and Deputy Assistant Commissioner in a professional manner throughout the division and agency; effectively work directly with senior staff; implement new administrative systems and procedures and evaluate their effectiveness; analyze problems, evaluate alternatives and recommend effective solutions; work in a setting requiring self-motivation/cooperative decision-making and to work effectively with a diverse group of people; multi-task in a fast paced environment; adapt successfully and quickly to change and deliver quality results in a timely manner; plan, organize and work independently, as well as within a team environment; to interpret rules, regulations, policies, and procedures; work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail; deal effectively with the public; prepare concise reports; develop and maintain file systems; learn and interpret the rules, regulations, policies and procedures of the Food and Nutrition Division; maintain work schedules and/or calendars; to exercise sound judgment and discretion; and maintain the highest level of confidentiality.
ENVIRONMENTAL/PHYSICAL CONDITIONS
Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Must be able work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. May involve travel (up to 5%*), occasionally overnight.
BENEFITS
The State of Texas offers a variety of benefits for you and your family that are comprehensive and, on average, make up about one-third of total compensation. Benefits include:
| ü Retirement Plan | ü Paid Group Health & Basic Life Insurance for employees |
| ü Paid Holidays | ü Paid Vacation Leave |
| ü Paid Sick Leave | ü Longevity Pay |
| ü Dental | ü Vision |
| ü Dependent Optional Life Insurance | ü Voluntary AD&D Insurance |
| ü Dependent Health & Life Insurance | ü Health & Dependent care flexible spending accounts |
QUALIFIED EMPLOYER: In addition, the Texas Department of Agriculture is considered a qualified employer for the Department of Education’s Public Student Loan Forgiveness (PSLF) program.
Only candidates selected for a skills exercise/interview will be contacted. A skills exercise may be conducted for interview purposes.
Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center, you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.
*A valid government-issued driver’s license, which is recognized by the Texas Department of Public Safety and in good standing, and an acceptable driving record are required. TDA will verify this information with the Texas Department of Public Safety. Applicants with a driver’s license not issued by the State of Texas should obtain and be prepared to provide a copy of their current driving record on or before their first day
Equal Employment Opportunity: The Texas Department of Agriculture is an equal opportunity employer (EEO) and does not discriminate on the basis of race, color, disability, religion, gender, national origin, age sexual orientation, veteran’s status or protected activity. TDA provides accommodations for persons with disabilities in accordance with the American with Disabilities Act. If you need help with the employment process or require other accommodations, please contact the Human Resources office for assistance at (512) 463-7454.
TDA participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee’s Form I-9 to confirm work authorization.
Veterans and Former Foster Child Employment Preference: TDA complies with the provisions of the veterans and former foster child employment preference acts. Please contact our Human Resources-Veterans Liaison at (512) 463-7454 for assistance.
Go to https://texasskillstowork.com/, https://www.onetonline.org/, or http://www.careeronestop.org/ for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.
Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Administrative Support MOS Codes.