Executive Assistant (1906-30-AMS)
Job Vacancy Announcement
This position reports to the Executive Director and Deputy Executive Director in the Administration & Management Services Division. The position performs complex professional assistance work to support AMS staff in accomplishing the goals of the division.
Graduation from an accredited four-year college or university. Experience can substitute for education on a year for year basis.
At least five years of experience in a complex administrative support role. Experience working at a state agency preferred.
- Knowledge of general business procedures and use of standard office equipment
- Skill in operating a personal computer with word processing, database, and spreadsheet software
- Skill in providing excellent customer service to both internal and external customers
- Complex office practices and administrative procedures
- Coordinating and scheduling activities and resources
- Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency
- The responsibilities associated with administrative office procedures to include the use of proper business telephone etiquette, internal communication strategies and use of basic office equipment
- Skills in maintaining effective working relationships with individuals and groups
- Maintaining effective working relationships with stakeholders, policy makers and other agencies
- Preparing and maintaining confidential and sensitive records, files and reports
- The use of personal computers and applicable programs, applications and systems
- Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision
- Protects sensitive and confidential information
- Handle speaking and travel requests and expense reports and reimbursements
- Monitor general AMS mailbox, email box and fax inbox, scan and route as needed
- Manage e-signature processes and authentication
- Manage and fill all agency directory requests, and contact lists for policy makers
- Manage AMS division calendar and scheduling
- Manage all supplies requisitions and stocking for AMS
- Assemble monthly, quarterly and annual reports and post to website, copy policy makers
- Draft, edit and manage standard forms as needed including standard agency contracts
- Schedule and document agenda and minutes of AMS & Town Hall meetings
- Assist with scheduling, liaison, tech support, and documentation for committee meetings
- Assist with assembly and distribution of policy holder meeting materials and documentation
- Assist with developing a paperless office environment, scan and retrieve documents as needed
- Assist with creation and posting of videos for education and minutes, and other presentations
- Perform other duties as assigned
Cover letter detailing how your education and experience meets the requirements of the position
Environmental & Physical Conditions: Normal office work environment, mostly sedentary in nature. May involve walking; standing; remaining stationary for long periods of time; pulling and pushing; kneeling, stooping and bending; and safely lifting and carrying items weighing up to 30 pounds. Work involves extensive telephone usage and repetitive hand/wrist/finger motions while using the computer.
Submit a complete (no blanks) State of Texas Employment Application along with a cover letter, resume, and DD-214 or DD-1300 (if applicable) to: email@example.com or 512-936-3547 (fax). Applications may be submitted via WorkInTexas; however, the additional documents must be submitted to Human Resources prior to being considered for an interview.
Applications will not be considered until all required documentation is received by TREC/TALCB.
Skills test will be conducted at the time of interview.
Military Crosswalk Information: http://www.hr.sao.state.tx.us/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf
Tawana Hood, Human Resources 512-936-3604