Job Description

The Executive Assistant is selected by and responsible to the Director of Education and Examination and performs complex professional assistance work in support of the Education and Examination Director, management team and division staff.  Work involves high level, responsible administrative and technical support as it relates to the division’s operational, planning, reporting, auditing, communications, staffing, and budgetary activities.  Work requires frequent contact with the public, licensees, TDLR employees, advisory board members, and representatives from other government agencies.  Work is performed under general supervision with moderate latitude for the use of initiative and independent judgment.

Essential Duties

• Provides administrative and technical assistance and support to the Education and Examination Director, management team, and division.
• Manages calendars, meetings, travel and other activities on behalf of the Director. Monitors and tracks pending obligations of the Director and prompts as needed to ensure deadlines are met.
• Coordinates and schedules meetings that may include Education and Examination staff, personnel from other divisions, advisory board members, representatives from government agencies, and other interested members of the public. Prepares meeting agendas.
• Plans, coordinates, gathers information, compiles reports, and prepares presentation materials to be used by the Director or other division staff in meetings, including advisory board meetings, Commission meetings, director meetings, division staff meetings, and industry meetings. Accompanies and assists the Director at meetings when needed.
• Compiles, interprets and analyzes quantitative and qualitative data. Plans, gathers information for, and prepares complex reports, including statistical reports, memoranda, and non-routine correspondence and communications.
• Prepares and submits travel vouchers, purchase requisitions, job posting requests, required staff documentation for Human Resources, and other routine submissions required of the Director.
• Provides input into developing and revising administrative policies, procedures, standards, and methods, and provides guidance and interpretation on policies and procedures.
• Communicates objectives, tasks, and decisions to staff on behalf of the Director and provides technical guidance and advice on administrative and procedural matters to Education and Examination division staff.
• Assists in the auditing, review and reporting of the Education and Examination division’s performance measures.
• Researches and responds to inquiries about specific licensees and license histories from both inside and outside the agency.
• Plans, prepares, edits and distributes correspondence, e-mails, reports, studies, forms, and documents. Prepares, edits, and coordinates mail-outs concerning agency programs.
• Monitor supplies and ensure adequate levels are maintained for the efficient operation of the division. Enter and track requisitions for supplies, contracts, and purchases in the Centralized Accounting and Payroll/Personnel System (CAPPS). Serve as a Time Administrator for the division and review and approve time entries in CAPPS as necessary.
• Participates in the planning and implementation of agency programs. May assist in determining trends, monitoring compliance, resolving problems, and making recommendations to produce a more effective program.
• Compiles documents for imaging and archiving, consistent with the agency’s records retention policy and procedures. Research and compiles files and documents in response to Open Records Requests. Maintains the division retention records and coordinates with the Records Management Officer.
• Consistently provides friendly, caring and professional service to all customers.
• Demonstrates a spirit of teamwork, offering positive and constructive ideas, encouragement, and support to other members of the staff and team, while upholding the agency’s core values.
• Complies with division and/or agency training requirements.
• Keeps management appropriately informed of ongoing activity and critical matters affecting the operation and well-being of the agency.
• Adheres to all Texas Department of Licensing and Regulation Personnel Policies and performs related work as assigned.

Minimum Requirements

Three (3) years’ experience in an administrative support role involving standard office practices and procedures required.  Experience in a regulatory or technical field is preferred.  Graduation from an accredited four-year college or university with major course work in business administration, public administration or a related field is generally preferred and may substitute for a year of the experience requirement.  Graduation from a standard senior high school or equivalent is required.