Administrative Assistant

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JOB POSTING NO.: AUD-1037
JOB TITLE: Administrative Assistant
MONTHLY SALARY: $45,500 - $72,500/yr plus benefits
POSTING DATE: March 11, 2024
CLOSING DATE: Until Filled
HIRE DATE: To be determined
HOURS PER WEEK: 40
LOCATION: Austin, Texas (No satellite offices.)
NO. OF OPENINGS: One
SPONSORSHIP: Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
GENERAL DESCRIPTION:
Performs moderately complex to highly complex administrative support. Work requires contact with all levels of internal staff and external parties, which may include the Legislature, governmental agencies, and private organizations. Works under general to minimal supervision with moderate to extensive latitude for the use of initiative and independent judgment.
ESSENTIAL JOB FUNCTIONS:

• Maintains calendars for others by scheduling, monitoring, and communicating important events, meetings and timeframes. Obtains or prepares and organizes appropriate meeting materials.
• Composes, proofreads, and/or edits correspondence, reports, brochures, forms, and documents.
• Coordinates and/or sets up meetings.
• Coordinates work between organizational units of the agency and the legislature, agencies, and organizations.
• Develops, edits, and/or distributes meeting agendas and materials.
• Develops, coordinates, and maintains record keeping and filing systems.
• Receives, screens and routes external calls for information from the Legislature, agencies, citizens, and the media.
• Interfaces with the managers and staff to assess and track current open issues, coordinate workflow, exchange information, and identify and resolve problems and office procedures.
• Enters, maintains and tracks information in a variety of databases, records, forms, and files; retrieves and disseminates information.
• Assists with the preparation of presentations, articles, and periodic and special reports.
• Assists in the development of administrative assistance policies and procedures.
• Assists with special projects.
• May compile data in preparing reports.
• May assist with open records requests.
• May coordinate travel arrangements for management.
• Performs related work as assigned.

PREFERRED QUALIFICATIONS:

• Four to six years minimum experience providing high-level administrative support for executive management and professionals. Graduation from high school or equivalent. Experience working with legislative staff preferred.

KNOWLEDGE, SKILLS, & ABILITIES:

• Ability to maintain a professional demeanor in all aspects of responsibilities.
• Knowledge and skill in handling confidential and sensitive information.
• Ability to produce high quality of work with attention to detail.
• Skill in working in a fast-paced environment and adjusting to unforeseen demands.
• Skill in effectively making decisions and solving problems to effectively manage multiple projects.
• Skill in using standard office equipment and computer software programs, including Word, PowerPoint, and Excel, as evidenced by formal course work, training, or previous work experience. (May be tested)
• Skill in implementing new systems and procedures and in evaluating their effectiveness.
• Skill in composing logical, clear, and concise correspondence using appropriate grammar, spelling, and punctuation.
• Skill in conducting basic research, including gathering and assimilating information.
• Skill in communicating effectively both orally and in writing.
• Skill in establishing and maintaining effective working relationships.

The State Auditor’s Office is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in employment or in the provision of services. Applicants should communicate requests for disability-related accommodations during the application process to our Human Resources Office.

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