TWDB - 25-24 - Surface Water Executive Assistant (Executive Assistant I) Job at

Job DescriptionSalary commensurate with experience and qualificationsTEXAS WATER DEVELOPMENT BOARD'S MISSIONLeading the state's efforts in ensuring a secure water future for Texas.WORKING AT THE TWDBSee why our work makes an impact and why the TWDB is a great place to work!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 these benefits and more visit: https://www.twdb.texas.gov/jobs/benefits.asp.Please visit TWDB Career Page: https://www.twdb.texas.gov/jobs/ for more information.MILITARY EMPLOYMENT PREFERENCEVeterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of PS Personnel Specialist, PERS Personnel Administration (Warrant), 0111 Administrative Specialist, or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.Additional Military Crosswalk information can be accessed athttps://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdfGENERAL JOB DESCRIPTIONPerforms complex (journey-level) professional administrative work assisting executives, managers, and staff in the Surface Water Division within the Office of Water Science and Conservation. Work involves maintaining strong multi-tasking, communication, collaboration, and organizational skills to ensure administrative support of the five program areas in the division (Coastal Science, River Science, Hydrographic Survey, Water Availability, and TexMesonet). Exercises sound judgement and discretion with confidential matters. Prepares, reviews, tracks, and files administrative forms, correspondence, procedural documents, and technical reports. Schedules meetings, disseminates information to and from the division, including with the general public and stakeholders, and serves as the records management liaison for the division. Assists the administrative team supporting the Office of Water Science and Conservation, and maintains professional and effective working relationships with agency staff and individuals served by the division. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Assistant Director of the Surface Water Division.ESSENTIAL JOB FUNCTIONS Works standard business hours, such as 8:00AM - 5:00 PM, Monday through Friday, with a minimum of two days onsite/in office and with the ability to be flexible as necessary. Oversees and assists with assigned administrative activities and operations in the Surface Water Division, including the coordination, preparation, and monitoring of division assignments and activities. Prepares, reviews, processes, and tracks division work products, such as memos, reports, personnel documents, expenditure requisitions, travel authorizations and reimbursements, vehicle request forms, etc. Schedules, coordinates and, prioritizes meetings and appointments. Reserves meeting sites. Confirms and attends meetings as necessary. Updates and maintains staff electronic/web calendars. Assists with the development of administrative procedures for the division and adherence to agency policies and procedures. Provides assistance to stakeholders, customers, contractors, and consultants. Answers and routes incoming phone calls Takes messages and refers calls to appropriate staff. Coordinates and processes travel arrangements including airline, hotel, and vehicle reservations. Processes postal mail, orders supplies, and ensures office space and equipment are maintained for use. Disseminates information within the division and with other departments, legislators, Board members, and the general public. Ensures timely responses as necessary. Assists the administrative team of the Office of Water Science and Conservation with meetings and activities. Provides administrative back-up support for the Deputy Executive Administrator of Water Science and Conservation 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. Qualifications: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 providing administrative support in an office or laboratory setting. Practical experience using Microsoft Office programs, such as Word, Excel, SharePoint, and Teams, and virtual meeting software. Relevant education and experience may be substituted for each other on a year-for-year basis. PREFERRED QUALIFICATIONS Practical experience proofreading and preparing documents, scheduling meetings, and strong written and verbal communication skills. Practical experience organizing and tracking work products, and strong organizational skills. Work experience using the Centralized Accounting and Payroll/Personnel System (CAPPS) for State of Texas agencies. Work experience in a government organization, preferably a State of Texas agency. Work experience in a scientific, engineering, or technical organization. KNOWLEDGE, SKILLS, AND ABILITIES (KSAs) Knowledge of local, state, and federal laws and regulations relevant to Surface Water Division. Knowledge of the principles and practices of public administration. Knowledge of administrative practices and procedures. 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 using the Texas Centralized Accounting and Payroll/Personnel System (CAPPS) for timekeeping, requisitions (expenditure requests), travel, etc. Skills in providing direct services or information requested by Directors and Executive Management. Skills in multi-tasking and prioritizing work tasks amidst deadlines, frequent interruptions, and changing priorities. Skills in coordinating logistical arrangements, such as meetings, travel, special events, and appointments. Skills in exercising initiative and effective decision-making to resolve high-level administrative issues. Skills in taking and transcribing meeting notes. Skills in preparing, reviewing, routing, tracking, and/or maintaining records of division work products. Ability to communicate information clearly and concisely both verbally and in writing. Ability to be dependable, trustworthy, resourceful, flexible, and responsible for personal actions. Ability to accept assignments from multiple authorities. Ability to work on site/in office, at least two days a week. 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 and willingness to travel 5% of the time, primarily within the State of Texas. 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 days that may exceed 8 hours, including early mornings, nights, and weekends. Ability to train others. REMARKS A copy of required academic transcripts and/or licensures and driving record must be submitted at the time of hire. Failure to provide required documentation will result in no further consideration for employment. Important Notice: Otherwise qualified candidates who are ultimately considered for potential employment with the Texas Water Development Board may be the subject of a request for any criminal history record information maintained by the Texas Department of Public Safety (DPS). Evidence of a criminal conviction or other relevant information obtained from the DPS shall not automatically disqualify an individual from employment with the Texas Water Development Board. APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. EQUAL OPPORTUNITY 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. SELECTIVE SERVICE Males born on or after January 1, 1960, will be required to present proof of Selective Service registration on the first day of employment or proof of exemption from Selective Service registration requirement. FINAL EMPLOYMENT OFFERS All offers of employment are contingent upon the candidate having legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded. FOREIGN CREDENTIALS An evaluation of your coursework must be uploaded if you have obtained a degree(s) from a school outside of the United States; otherwise, you will not receive credit for degree progress and completion. SPONSORSHIP Candidates must be eligible to work in the United States without requiring sponsorship. STATE OF TEXAS APPLICATION Resumes will not be accepted in place of a completed State of Texas application unless indicated. E-VERIFY TWDB participates in E-Verify!Information from each new employee's Form I-9 will be provided to the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) to confirm work authorization. EMPLOYMENT AT-WILL Employment with the Texas Water Development Board (TWDB) is on an at- will basis. AMERICANS WITH DISABILITIES ACT The TWDB is in compliance with the Americans with Disabilities Act and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits of employment, please contact the Human Resources Division for assistance at (512) 475-2142. Deaf and hard of hearing applicants may contact our office via Relay Texas at 1-800-735-2989 (TTY/TDD). HEADQUARTER LOCATION AND CONTACT INFORMATIONTexas Water Development BoardStephen F. Austin Building1700 North Congress AvenueAustin, Texas 78701hr@twdb.texas.govPhone: (512) 475-2142