Local recruitment: TWDB - 26-10: Conservation & Innovation Water Technology Executive Assistant (Executive Assistant I)

General Description

Performs complex (journey-level) professional assistance work for the director, managers, and staff of the Conservation and Innovative Water Technologies Division. Work involves coordinating high-level administrative operations of the division, disseminating information, and maintaining filing systems. Providing administrative support, contacting and coordinating with intra- and inter-agency personnel, the general public, and elected and appointed officials. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Director of the Conservation and Innovative Water Technologies Division.

Essential Job Functions

• Oversees and assists the director and managers with all administrative matters, activities, and operations in the Conservation and Innovative Water Technologies Division.
• Prepares, types, formats, edits, routes, and tracks a variety of routine and complex communications, reports, memoranda, and letters for the division, may determine the format and content of written communications.
• Schedules and coordinates meetings and special events, reserves meeting sites, contacts and confirms meetings, prints necessary documents or agenda, and attends meetings and takes minutes, as necessary.
• Prepares and processes documents related to travel such as expenditure requisitions, travel vouchers, travel authorizations, and vehicle request forms.
• Coordinates and processes travel arrangements including airline, hotel, and vehicle reservations.
• Answers, screens, and routes incoming phone calls, takes messages and refers calls to appropriate staff.
• Prepares and processes documents for purchasing conference registrations, supplies, and memberships.
• Receives, processes, facilitates, and disseminates information among the division and between the division and other agency staff, legislators, Board members, and the general public to ensures timely responses, as necessary.
• Develops administrative procedures and maintenance and retention of physical and electronic files.
• Participates in the administrative team of the Water Science and Conservation Office and attends meetings.
• Provides administrative back-up support for the Deputy Executive Administrator and Assistant Deputy Executive Administrator and to other areas of the agency when necessary.
• 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 in Public or Business Administration, English, Science, or a related field.
• Two years of relevant work experience in office or administrative support work.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

Preferred Qualifications

• Previous work experience with a government organization, preferably a State of Texas agency.
• Experience in preparing, editing, and formatting documents.
• Experience communicating with internal and external stakeholders both verbally and in writing.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant to Conservation and Innovative Water Technologies Division.
• Knowledge of the principles and practices of public administration.
• Knowledge of complex office practices and administrative procedures, including document editing, report writing, records management, and telephone techniques.
• 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, routing, tracking, and maintaining accurate communications including records, reports, documents, and correspondence.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• 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 operate a vehicle (state or personal) for state business and maintain a driver’s 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.
• Ability to coordinate meetings, travel, special events, and make appointments.
• Ability to take and transcribe meeting notes.