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Job Vacancy Announcement


Job Title:
Executive Assistant
Division:
Administration Management Services
Job Posting #
2012-16-AMS
Monthly Salary:
$4,200.00 - $4,600.00
State Classification:
Executive Assistant I
Class No., Group:
0160, B17
Location:
Austin
FLSA Status:
Nonexempt
Work Week:
Monday-Friday, 40 hours/week (flex schedule may be possible after first evaluation)
Travel:
None
Posting Date:
12/06/2019
Closing Date:
On Hold
Job Summary:

This position reports to the Executive Director in the Administration & Management Services Division (the division). The position performs complex professional assistance work to support division staff in accomplishing the goals of the division.

Minimum Education:

Graduation from an accredited four-year college or university. Experience can substitute for education on a year for year basis.

Experience:

At least five years of experience in a complex administrative support role. Experience working at a state agency preferred.

Knowledge, Skills and Abilities:
  • 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 procedures to include the use of proper business telephone etiquette, internal communication strategies and use of basic equipment

  • Skills in maintaining working relationships with individuals and groups

  • 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

  • Ability to collaborate and work well with others

Preferred Qualifications:
Job Duties:
  • Provide general administrative support to the executive director and other executive staff within the division
  • Monitor general division 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 executive director and deputy executive director calendars and scheduling

  • Manage division calendar and scheduling

  • Order and maintain all supplies

  • Assist with management of timely report submissions to the website

  • Assist with planning for division & 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 of presentations

  • Assist in handling speaking requests, travel requests and expense reports and reimbursements of staff, committee, board and commission members

  • Assist in proofreading and formatting agency documents

  • Attend work regularly

  •  Perform other duties as assigned

Additional Requirements:

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.

To Apply:

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:  human.resources@trec.texas.gov 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

Contact:

Tawana Hood, Human Resources at 512-936-3604