TWDB: Business Operations Administrative Assistant (Administrative Assistant V)

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 in the CAPPS online application system at Please visit our job opportunities page at 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 Boards Mission - Leading the states efforts in ensuring a secure water future for Texas. 

The Texas Water Development Board (TWDB) offers competitive compensation and benefits package including medical dental vision 401(k) flexible spending and flexible work alternatives so you can have a work/life balance! For more information about these benefits and more visit 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. 

**Must meet agency in-office requirements**

***Salary commensurate with experience and qualifications***

General Description

Performs advanced (senior-level) administrative support work. Work involves coordinating the dissemination of information developing and maintaining filing systems and performing and coordinating administrative support work. Maintains contact and coordination with intra-agency personnel. May train others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Reports to the Manager of the Business Operations Department.

Essential Job Functions

• Performs and assists with all administrative matters programs activities operations and travel arrangements in the Business Operations Division of the Water Supply and Infrastructure Office.
• Serves as the WSI subject-matter expert for internal systems specifically for entering coordinating and tracking administrative documents.
• Generates prepares and performs quality control reviews for all documentation.
• Edits and proofs processes and procedures generated by the Business Operations team and distributes to staff.
• Conducts direct coordination with WSI management team to identify impending vacancies and initiate the backfill process in a timely manner.  
• Coordinates and ensures timely responses to the Human Resource office to facilitate processing of vacancy requests new hires and onboarding.
• Coordinates bill review process for WSI during legislative sessions.
• Develops leads and coordinates establishing a standardized electronic file structure and document routing and tracking process for WSI.
• Maintains and establishes records of all administrative documents related to training records management and contracting.
• Coordinates tracking position control and prepares frequent reports and provides updates to WSI management team.
• Answers screens and routes incoming phone calls and/or messages to the appropriate staff.  
• Provides telephone and administrative back-up support to WSI support team and to the agencys 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.
• Maintains knowledge by attending professional and technical educational seminars workshops and mandatory agency training courses.
• 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 agencys 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.

Qualifications :

Minimum Qualifications

• Graduation from a standard senior high school or equivalent.
• Five years of relevant work experience in office management and/or administrative support management.
• Five years of experience supporting upper-level management.
• Experience with Microsoft Word Excel Teams SharePoint and Outlook.
• Additional education may be substituted for experience on a year-for-year basis. 

Preferred Qualifications

• Graduation from an accredited four-year college or university with major coursework in Business Administration or a related field.
• Six or more years of experience in preparing editing and distributing correspondence reports forms and documents.
• Experience in developing and coordinating standardized electronic file structure and document routing and tracking.
• Experience in CAPPS Financials CAPPS HR and CAPPS Recruit. 
• Intermediate-level experience with Microsoft Excel Outlook Word SharePoint and Teams.
• Experience using Adobe Acrobat Adobe Sign and DocuSign.
• Previous work experience in State or Federal government.

Knowledge Skills and Abilities

• Knowledge of local state and federal laws and regulations relevant to RWPD and WSI.
• Knowledge of 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.
• Knowledge of operating computers software applications and peripheral devices.
• Skills in using Microsoft Office programs such as Word Excel Access Outlook SharePoint and Teams.
• Skills in use of internet email word processing spreadsheet presentation and database software.
• Skills in preparing and maintaining accurate records reports documents and correspondence.
• Skills in communicating effectively in writing as appropriate for the needs of the audience.
• Skills in talking to others to convey information effectively.
• Skills in actively looking for ways to help people.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• Ability to function efficiently and harmoniously in a team environment and to coordinate with other agency personnel to ensure continuity and consistency.
• Ability to timely and accurately balance and successfully complete a heavy workload with numerous deadlines.
• Ability to exercise initiative and independent judgement.
• Ability to implement new administrative systems and procedures and to evaluate effectiveness.
• Ability to handle administrative sensitive and confidential issues.
• Ability to learn and retain new computer and/or technical skills.
• Ability to work efficiently in a fast-paced deadline driven environment.
• Ability to establish and maintain effective working relationships with a variety of individuals including executives agency staff legislators and/or the public.
• 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 with little or no supervision.
• Ability to perform assigned duties and improve work habits and/or output.
• Ability to complete assigned work neatly and with infrequent errors.
• Ability to interpret work process documents 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 operate a vehicle (state or personal) for business and maintain a drivers license and driving record that complies with state and agency requirements.
• Ability to work shifts that may exceed 8 hours including early mornings nights and weekends.
• Ability to train others.

Additional Information :

All interested candidates should apply with a State of Texas application via the CAPPS online application system. First time applicants will need to create an account in the CAPPS online application system Please visit our job opportunities page 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 Stephen F. Austin Building

1700 North Congress Ave. Room 670 Austin Texas 78701

Please contact Human Resources for accommodation requests.

Phone:

Email: HR(AT)

Remote Work :

No

Employment Type :

Full-time