Only candidates who apply via email to (HR “at” TWDB.texas.gov) with an official State of Texas Application or through the WorkInTexas.com website will be considered for this position. View this position and apply at https://tinyurl.com/yfdfv86k
We offer a 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 these benefits and more visit: http://www.twdb.texas.gov/jobs/benefits.asp
Job Description Summary
Performs highly advanced (senior-level) administrative support work for multi-disciplinary teams in the Regional Water Project Development (RWPD) Division of the office of Water Supply and Infrastructure at the Texas Water Development Board. Work involves coordinating the dissemination of information, developing and maintaining filing systems, assisting the assigned team(s) and regional manager, and performing and coordinating administrative support work. The work is often varied with competing deadlines. As an Administrative Assistant V, individuals in this position are expected to take pride in their work and to be self-motivated. Administrative Assistants in RWPD maintain contact and coordination with a broad range of internal and external stakeholders, including agency personnel, elected and appointed officials, consultants, and the general public. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Manager of RWPD Team 4.
Essential Job Functions
- Performs highly responsible administrative and operational support functions of a wide and complex nature regarding scheduling and prioritizing meetings, appointments, special events, reserves meeting sites, coordinates travel arrangements, contacts and confirms appointments and meetings, attends meetings and takes minutes as necessary.
- Receives, processes, facilitates, and disseminates information between the division and other agency departments, the Board members, and the general public.
- Maintains confidentiality of sensitive information while ensuring timely responses as necessary to personnel actions, expenditure requests, facilitating PIO requests to ensure team members review/provide information.
- Prepares, types, formats, proofreads, edits, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications; may determine the format and content of written communications.
- Assists in the preparation of material for presentation to the Board and other audiences.
- Assists with the coordination of department assignments and activities.
- Maintains and establishes records, filing systems, and logs.
- Monitors staff calendars as assigned.
- Prepares expenditure requisitions for the purchase of office supplies, equipment and other purchases and services.
- Answers, screens and routes incoming phone calls; takes messages, answers and refers calls to appropriate staff, and greets and directs visitors to the appropriate staff.
- Monitors worklogs, timesheets, status of review items, and other items that require regular updating.
- Provides telephone and administrative back-up support to other division staff when necessary.
- Provides support for Essential Job Functions described above for additional RWPD teams as assigned by Division Director.
- Assists the Discipline Lead and WSI management in identifying process improvements in areas within RWPD.
- Assists the Discipline Lead in reviewing and preparing procedures and guidelines and in conducting training as necessary.
- Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
- Enters, maintains, and verifies information in TXWise (agency database).
- 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. This may include reviewing project files to ensure completeness as a project progresses.
- 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.
- May provide training to newly hired Administrative Assistants on Essential Job Functions as assigned by Division Director.
- Performs other duties as assigned.
- High School diploma or equivalent.
- Seven to nine years of experience with administrative support.
- Graduation from an accredited four-year college or university with major coursework in Business Administration or a related field.
- Previous experience providing administrative support to a financial, legal, or engineering area.
- Previous work experience in State or Federal government.
Knowledge, Skills, and Abilities (KSAs)
- Knowledge of local, state, and federal laws and regulations relevant to RWPD division; and of the 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 actively looking for ways to help people.
- Skills in using Microsoft Office programs such as Word, Excel, and Access.
- Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
- Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines.
- Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the general 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 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 rules, regulations, policies, and procedures.
- 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 function efficiently and harmoniously in a team setting, and to coordinate with other agency administrative assistants 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 stand/sit/move with no physical limitations or aids 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 days that may exceed 8 hours, including early mornings, nights, and weekends.
- Ability to train others.