Executive Assnt Ii

Executive Assistant II

0162/B19

Marine Corps 0111; Air Force 3F5X1

Non-Exempt

1

People and Culture Office

$4833.33 - $5,250.00

Regular

40

This position may be eligible for flexible work hours and/or a hybrid work schedule if certain program guidelines are met; working arrangements may change at any time at the sole discretion of the agency.

None

300 West 15th Street, #1300 / Austin, Texas 78701

https://dir.texas.gov/

People and Culture Office

(512) 475-4612 or (512) 463-5920

• Select “Apply Online” to apply for the job at https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en

• You must create a CAPPS Career Section candidate profile or be logged in to apply.

• Update your profile and apply for the job by navigating through the pages and steps.

• Once ready, select “Submit” on the “Review and Submit” page.

• If you have problems accessing the CAPPS Career Section, please email the CAPPS Recruiting Help Desk at capps.recruiting@cpa.texas.gov

• Applicants must provide in-depth information in the EXPERIENCE & CREDENTIALS section to demonstrate how they meet the position qualifications. Incomplete applications may result in disqualification.

• Resumes may be uploaded as an attachment but are not accepted in lieu of the information required in the EXPERIENCE & CREDENTIALS section of the application.

Candidates will be notified for appointments as determined by the selection committee.

Section 651.005 of the Government Code requires males, ages 18 through 25 years, to provide proof of their Selective Service registration or proof of their exemption from the requirement as a condition of state employment.

We are unable to sponsor or take over sponsorship of an employment Visa at this time.

The Department of Information Resources does not exclude anyone from consideration for recruitment, selection, appointment, training, promotion, retention, or any other personnel action, or deny any benefits or participation in programs or activities, which it sponsors on the grounds of race, color, national origin, sex, religion, age, or disability. Please call 512-463-5920 to request reasonable accommodation.

We are a technology agency powered by people.

DIR offers secure, modern, and cost-effective technology to help government entities in Texas serve their constituents.

DIR is a fast-paced and collaborative environment with highly motivated, innovative, and engaged employees dedicated to achieving the best value for the state. We have over 250 professionals working at DIR who are honored to serve as the cornerstone of public sector technology in Texas. By joining DIR, you will be an integral part of transforming how technology serves Texans.

The person in this role will perform advanced (senior-level) professional executive administrative assistance supporting the efforts of the executive leadership and their staff. Work involves performing complex and routine tasks for executive staff as assigned. Drafts correspondence and handles other documents. Maintains electronic filing, employee professional development forms, and tracking systems. Provides support for division and agency meetings. The position requires frequent contact with agency employees and the general public. Reports to the Chief People and Culture Officer. Works under limited supervision with considerable latitude for the use of independent judgment.

• Provides administrative support to executive leadership and their respective divisions; screens/routes phone calls, provides direction on administrative policies and procedures, assists in the planning of reports, manuals, and publications; Develops correspondence, memoranda, and other documents; includes proofreading administrative and legal documents; Develops and maintains spreadsheets, statistical reports, charts, lists and forms as needed; Assists with administrative support tasks such as receiving incoming materials, filing, etc.
• Coordinates calendar meetings includes preparing and assembling documents, setting up virtual meetings, scheduling conference rooms and maintain supporting documentation to reference meetings; schedules and prioritize appointments, meetings, interviews, and other pending matters; includes establishing electronic files, and an updated calendar of events.
• Prepares travel authorization forms/requests and reimbursement requests, makes hotel reservations, and coordinates travel logistics for conferences, agency events, etc.; does quality check on travel vouchers before submitting for approval e.g., mileage guidelines, meal allowance, state approved hotels, etc.
• Prepares and enters requisitions in the Centralized Accounting and Payroll/Personnel System (CAPPS) for equipment, supplies, licenses, training, etc.
• Serves as Parking and Building Access Coordinator for the agency; handles requests from employees for parking and building access cards and handles key and lock control; tracks requests in a spreadsheet and provides monthly reports to the Director of People and Culture.
• Assists with supporting DIR’s employee engagement and recognition programs by leading all service award efforts and monthly birthday announcements.
• Provides back-up support to the Executive Assistant of the Executive Director, and phone coverage for the agency reception desk; attends and summarizes meetings, including agency board meetings as needed; Provides administrative support to other division functions or staff as required and provides support for division directors when necessary.
• Performs other work-related duties as assigned.

• Graduation from high school or equivalent certificate.

• A minimum of five years of progressively responsible experience performing advanced administrative-level work, at least two (2) of which included administrative or executive-level support to executive, upper management, or project management staff.

• Experience providing administrative support in a State of Texas agency.

• Working knowledge of modern office practices, procedures, communications, and equipment
• Knowledge of State of Texas procedures, methods, principles, and practices
• Familiarity with terms and concepts of information technology
• Skill in preparing and editing written documents includes experience in business correspondence formatting use of proper grammar, spelling, and punctuation.
• Ability to effectively interpret policies, procedures, and regulations.
• Ability to be self-motivated, and work on concurrent tasks while effectively organizing, prioritizing, and coordinating work assignments and projects.
• Ability to produce a high degree of accuracy in work.
• Ability to exercise tact and diplomacy internally and externally.
• Ability to establish and maintain effective and cordial working relationships at all organizational levels, including agency management, direct supervisors, co-workers, internal and external customers.
• Ability to understand, follow and convey brief oral and/or written instructions.
• Ability to communicate both verbally and in writing, in a clear and concise manner.
• Ability to work independently and as part of a team, and to support and contribute to a cohesive team environment.
• Ability to work under pressure and exacting schedules to complete assigned tasks.
• Ability to work a flexible schedule to meet required deadlines.
• Ability to work overtime as needed.
• Ability to comply with all agency policy and applicable laws.
• Ability to comply with all applicable safety rules, regulations, and standards.

• Highly proficient in the use of a computer and applicable software necessary to perform work assignments e.g., word processing, spreadsheets, presentations, online meeting software (Microsoft Office preferred).

• Regular and punctual attendance at the workplace.
• Criminal background check.

• Frequent use of computers, copiers, printers, and telephones.
• Frequent standing, walking, sitting, listening, and talking.
• Frequent work under stress, as a team member, and in direct contact with others.
• Occasional bending, stooping, lifting, and climbing.