TWDB 26-61 Executive Assistant (Executive Assistant III)

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. Position requires an in-office presence of five days per week.*

**Salary commensurate with experience and qualifications**

***To be considered for this position applicants MUST provide TWO (2) writing samples. The two (2) writing samples must be uploaded in CAPPS Recruit with the State of Texas (SOT) application submission. 

Applications without two (2) writing samples will not be considered.***

GENERAL DESCRIPTION

Performs advanced (senior-level) professional assistance work for an executive or multiple executives. Work involves providing professional assistance and/or technical program assistance work for the Operations & Administration Office including the Human Resources Information Technology and the Support Services Departments. May train others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Reports to the Deputy Executive Administrator (DEA) of the Operations and Administration Office.

ESSENTIAL JOB DUTIES

• Performs and oversees office-level coordination and preparation of administrative assignments programs and other matters for the Operations and Administration Office.
• Develops leads and/or coordinates standardized operating procedures across the office.
• Coordinates the digitization automation and organization of office documents reports and records.
• Provides administrative and technical assistance to the DEA and Assistant Deputy Executive Administrator (ADEA) of Operations and Administration.
• Coordinates with Information Technology Human Resources and Support Services staff to ensure upkeep of internal process and procedural documents. 
• Helps to ensure consistency accountability and efficiency throughout the Office.
• Coordinates and updates calendars meetings and other activities for the Office DEA ADEA and other office-level management-staff.
• Communicates agency objectives tasks and decisions to staff on behalf of the Office DEA and ADEA.
• Provides oversight for the agencys employee engagement team and coordinates agency initiatives that fall within the categories of special activities volunteerism wellness charitable activities and more.
• Coordinates and facilitates office-level employee engagement and development opportunities.
• Monitors tracks and reports on initiatives procedures and operational systems for effectiveness efficiency and conformance with goals.
• Writes or revises correspondence documentation presentations briefing materials newsletter content and reports for various initiatives projects and programs.
• Write revises and/or oversees the review and evaluation of administrative policies procedures guidelines and manuals.
• Provides guidance and interpretation on policies and procedures.
• Maintains consistency with the agencys style guidelines.
• Coordinates and facilitates team meetings and activities.
• Serves as office-level hiring liaison.
• Maintains and organizes team records supplies and rosters.
• Plans schedules and prepares agency-wide meeting agendas and presentations.
• Plans and coordinates special projects as assigned.
• Provides rotating coverage and support for the agencys main telephone line.
• Manages the status of office-wide performance appraisals and ensures compliance with timeliness.
• Monitors tracks and analyzes legislation.
• Manages implementation of new legislation.
• Tracks office-level compliance with training and/or miscellaneous across-the-board items.
• Prepares coordinates and/or reviews purchase requisitions expenditure requisitions registrations travel authorizations travel vouchers monthly timesheets and other required forms. 
• Assists in training administrative staff.
• Assists with general human resources management actions and budget preparation.
• Regularly reviews monitors and updates office-level website content to maintain accuracy and currency.
• Files photocopies faxes scans and/or routes hard copy and electronic documents.  
• Serves as primary or backup liaison for the purpose of records public information and/or other administrative capacities.
• Prepares notices or agendas for meetings.
• Researches and/or references available resources for guidance and clarification.
• May lead assign and/or oversee the work of others.
• Answers screens and routes incoming phone calls and/or messages to the appropriate staff.
• Provides telephone and administrative back-up support to WSI Executive and Administrative Assistants and to the agencys main phone line. 
• Promotes an environment that encourages teamwork accountability professional development and improvement in performance. 
• 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 an accredited four-year college or university with a bachelors degree in Public or Business Administration or a related field. 
• Nine years of relevant work experience in office management and/or administrative support management.
• Demonstrated previous relevant experience writing policies and procedures.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

PREFERRED QUALIFICATIONS

• Experience in the field(s) of Human Resources Information Technology or Facilities Support.
• Experience coordinating work simplification and efficiency initiatives.
• Demonstrated experience successfully leading and coordinating organizational committees events and/or activities.
• Intermediate to advanced experience using Microsoft products such as Word Excel PowerPoint Teams and Forms.
• Experience serving in an office manager or team lead capacity.
• Experience organizing large scale meetings such as those for the entire organization.
• Experience training staff.

KNOWLEDGE SKILLS AND ABILITIES (KSAs)

• Knowledge of local state and federal laws and regulations relevant to the Operations and Administration Office.
• Knowledge of the principles and practices of public administration.
• Knowledge of complex office practices and procedures including skills in organizing information and records.
• Knowledge of the state legislative process.
• Skills in using Microsoft Office programs such as Word Excel Access and PowerPoint.
• Skills in use of internet email word processing spreadsheet presentation and database software.
• Skills in writing.
• Skills in conducting research. 
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• Ability to produce aesthetically pleasing and appropriately formatted work product.
• Ability to function efficiently and harmoniously in a team setting and to coordinate with other teams administrative assistants to ensure continuity and consistency.
• Ability to utilize available resources effectively and efficiently.
• Ability to timely and accurately complete a heavy workload focusing on project prioritization to meet deadlines.
• Ability to handle multiple tasks giving special attention to priority items.
• Ability to produce clear and concise written correspondence providing all relevant information.
• Ability to oversee and/or supervise the work of others.
• Ability to analyze or evaluate problems and develop solutions.
• Ability to develop interpret or implement policies and procedures.
• Ability to promote and carry out agency core values in innovation impact pride in public service and accountability.
• 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 work assignments on time neatly and with infrequent content and grammatical errors.
• Ability to write and 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 operate a vehicle (state or personal) for state 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