Only applicants who apply with a State of Texas application via the CAPPS online application system will be considered for this position. First time applicants will need to create an account https://tinyurl.com/CAPPS-Login in the CAPPS online application system at https://tinyurl.com/CAPPS-Jobs. Please visit our job opportunities page at https://tinyurl.com/How-to-Apply-in-CAPPS for more information about the Texas Water Development Board and answers to frequently asked questions. To view this position in greater detail, visit the CAPPS online application system.

Texas Water Development Board’s Mission
Leading the state’s efforts in ensuring a secure water future for Texas.

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 our employee 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 highly complex (senior level) professional assistance work for the Director and two Assistant Directors of the Regional Water Project Development (RWPD) Division. Work involves high-level administrative operations including, disseminating information, maintaining electronic filing systems, and providing administrative support to the RWPD Division and the Water Supply and Infrastructure (WSI) Office. Manages the RWPD Director’s calendar and schedules meetings as requested. Contacts and coordinates with intra- and inter-agency personnel, the general public, and elected and appointed officials. May oversee and/or participate in special projects/programs as assigned. Assists in identifying ways to streamline processes and improve customer service. Coordinates and assists the Director, Assistant Directors and other team staff as needed ensuring consistency among the teams. Tracks and prepares division-related items such as requisitions, travel, personnel related documentation, and other items as assigned. May train others. Works under limited supervision with considerable latitude for use of initiative and independent judgment. Reports to the Director of the Regional Water Project Development Division.

Essential Job Functions

• Provides high level administrative assistance to the Director of the RWPD and, as necessary, other management or staff in RWPD.
• Provides administrative support to the Assistant Directors in RWPD.
• Schedules and coordinates meetings, appointments, and special events, and assists with the coordination of special assignments and activities.
• Maintains the RWPD board item schedule.
• Develops, prepares, reviews, formats, edits, tracks, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, procedures, guidance documents, and department publications.
• Determines the format and content of written communication and ensures such documents are compliant with agency style guide.
• Receives, processes, facilitates, and disseminates information between the division and other agency departments, legislators, board members, and the general public; ensures timely and accurate communications.
• Prepares and tracks expenditure requisitions for the RWPD in CAPPS and coordinates with other business areas as needed.
• Creates weekly reports to the director on the progress of pending requisitions and registrations, license renewals, and other tasks that are assigned.
• Schedules or coordinates travel arrangements and prepares and tracks travel authorizations, car requests, and travel vouchers.
• Ensures DART cards are on for travel for the Director and Assistant Directors of the RWPD and, if necessary, other management or staff in the RWPD or the WSI Office.
• Has the ability to use Docusign and AdobeSign as required.
• Coordinates with other Executive Assistants on the preparation of personnel action forms and tracking and reporting to the director on the status of annual appraisals for the division.
• Coordinates with hiring managers and WSI recruit coordinator on personnel tasks, to include; posting positions into CAPPS Recruit, scheduling interviews, checking references and completing or updating required forms, .
• Coordinates with hiring managers on preparing requisitions and monitoring application submittals, as assigned.
• Coordinates with RWPD staff and other WSI Executive Assistants in reviewing and submitting the RWPD Weekly Activity Report (WAR).
• May serve as the RWPD point of contact for Public Information Requests (PIRs).
• May communicate agency and division objectives, tasks and assignments on behalf of the Division Director; may assist with the coordination of department assignments and activities.
• Provides back-up for the other Executive Assistants in Water Supply and Infrastructure Office as well as provides back-up phone coverage for the agency main phone line.
• Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Maintains secure confidential electronic files and protects the integrity of all sensitive information.
• Assists in the preparation of material for presentation to the board, members of the legislature, and other audiences.
• Establishes and maintains records, filing systems, and logs, including utilizing SharePoint and OneDrive when appropriate.
• Monitors calendars as assigned.
• May identify training and development needs, including costs, and actively pursue opportunities to improve knowledge, skills and abilities.
• Maintains effective working relationships with a variety of individuals including internal and external stakeholders, management, staff, and the general public.
• Assumes responsibility for timely completion of special projects or tasks, including performing necessary research, collecting and analyzing relevant data, and providing results and supporting documentation.
• 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 a bachelor’s degree, ideally in Public or Business Administration, or a related field.
• Six years of progressive experience in office management and/or administrative support management.
• Six years of experience in preparing, editing, and distributing correspondence, reports, forms, and documents.
• Relevant education and/or experience may be substituted on a year-for-year basis.

Preferred Qualifications

• Five years of collaborating in a team environment on projects, correspondence, meeting preparation, and travel.
• Seven years of progressive experience in office management and/or administrative support management.
• Experience with CAPPS HR, CAPPS Recruit, and CAPPS Financials.
• Proficient in Microsoft Office, including Word, Excel, SharePoint, Teams, and Outlook.
• Previous work experience with a State or Federal agency.

Knowledge, Skills, and Abilities

• Knowledge of local, state, and federal laws and regulations relevant to the Regional Water Project Development Division.
• Knowledge of the principles and practices of public administration.
• Knowledge of complex office practices and administrative procedures, including record keeping and records management, telephone techniques, report writing, and proper document construction.
• Knowledge of accepted business practices and procedures.
• Knowledge of applicable rules, regulations, and policies.
• Knowledge of related legislative and legal practices and procedures.
• Skills in using Microsoft Office programs such as Outlook, Word, Excel, Teams, and SharePoint.
• Skills in using Adobe Acrobat, creating forms, converting documents to pdf and routing documents for signature through AdobeSign.
• Skills in routing documents for signature through DocuSign.
• Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines.
• Skills in communicating effectively in writing as appropriate for the needs of the audience.
• Skills in proactively seeking opportunities to support the team and it’s customers.
• Ability to provide guidance and assistance in a clear, concise and consistent manner to promote an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Ability to take accurate meeting minutes and transcribe meeting notes and minutes for distribution.
• Ability to handle high-level administrative issues.
• Ability to analyze and solve work-related problems.
• Ability to communicate effectively.
• Ability to exercise initiative and independent judgement.
• Ability to work in a deadline oriented environment.
• Ability to maintain confidentiality and discretion with sensitive personnel issues.
• Ability to establish and maintain effective working relationships with a variety of individuals including executive staff, board members, legislators, agency staff, and/or the general public.
• Ability to timely and accurately balance and successfully complete a heavy workload with numerous 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 to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
• Ability to work shifts that may exceed eight hours, including early mornings, nights, and weekends.
• Ability to train others.
• Ability to maintain required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.