Glo - Executive Assistant Iii-Iv (Oil Spill)

The Texas General Land Office primarily serves the schoolchildren, veterans, and the environment of Texas. The agency does so by preserving our history, maximizing state revenue through innovative administration, and through the prudent stewardship of state lands and natural resources. This position is with our Oil Spill program area.

Executive Assistant III: Performs advanced (senior-level) professional assistance work for Oil Spill. Work involves coordinating calendars, meetings, and conferences, and developing trip itineraries and presentation and handout materials for the Oil Spill Deputy Director. Prepares and proofs for accuracy various documents, including correspondence, memos, meeting notices and agendas, charts, presentation slides, handouts, forms, and spreadsheets. Coordinates presentation logistics and material with internal and external stakeholders, ensuring professional and successful meetings at an executive level. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Executive Assistant IV: Performs highly advanced (senior-level) professional assistance work for Oil Spill. Works involves Coordinating calendars, meetings, and conferences, and developing trip itineraries and presentation and handout materials for the Oil Spill Deputy Director. Prepares and proofs for accuracy various documents, including correspondence, memos, meeting notices and agendas, charts, presentation slides, handouts, forms, and spreadsheets. Coordinates presentation logistics and material with internal and external stakeholders, ensuring professional and successful meetings at an executive level. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.

Military Crosswalk information can be accessed at:

Military Crosswalk for Occupational Category - Administrative Support (texas.gov)

In order to receive Veteran's preference, a copy of the DD#214 is required at the time of interview.

PAPER, FAX OR E-MAIL APPLICATIONS WILL NOT BE ACCEPTED.

Benefits:

• Free Parking
• Defined Retirement Benefit Plan
• Optional 401(k) and 457 accounts
• Medical Insurance - State pays 100% of the health plan premium for eligible full-time employees and 50% of the premium for their eligible dependents. State pays 50% of the eligible part-time employee’s premium and 25% for eligible dependents.
• Optional Benefits such as dental, vision, and life insurance
• Minimum of 96+ Hours of Annual Leave a year **Annual leave increases with length of service.
• Telework policy

Essential Job Elements

• Provides administrative and technical assistance to Oil Spill Prevention & Response Deputy Director and staff. Manages calendars, meetings and other activities with other governmental agencies, executives and organizations on behalf of Oil Spill Prevention and Response. Responsible for the scheduling of program area meetings and the preparation of minutes.

• Oversees administrative assignments, programs and other administrative matters within Oil Spill. Plan, assign and review work of administrative staff related to travel, travel budget, and program area operating budget. Process procurement requisitions, invoices, and travel requests.

• Develops, reviews and communicates administrative policies, procedures, standards and methods for program area correspondence and staff time allocations. Research policy issues and assist in the implementation of program planning. Coordinates work with internal agency departments as well as other governmental agencies and private organizations.

• Interprets and reviews policies and procedures and makes administrative decisions as appropriate. Reviews work performed within the division for accuracy and determines need for revisions or improvements (SOP, marketing brochures, employee handbook, etc)

• Coordinates calendars, meetings, and other activities with other governmental agencies, executives, and organizations on behalf of an agency executive; prepares notices or agendas for meetings and hearings and takes meeting minutes as necessary.

• Oversees the preparation of reports, manuals and publications. Provide division supervisors with monthly reports and generates ad hoc reports required by the program area.

• Prepares documentation and assists director with general human resource management actions. Responsible for assisting with postings, employee evaluations, personnel action forms and interviewing new hires.

• Employee may be responsible for assisting the program and the agency during post-storm recovery operations. This assistance will be provided in a manner consistent with the employee's experience, training and availability and will be done in close coordination with regional management. Ensure regular daytime and after hours availability for both Oil Spill response operations and response training. Training will include planned and occasional unannounced training and preparedness drills and exercises. Some events will require overnight travel.

Minimum Qualifications

• Graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred. Experience and education may be substituted for one another.
• Three (3) or more years of experience supporting mid- to senior-level administration, communications, marketing, business, management, or a related field.
• Proficient with Microsoft Office 365 (Word, Excel, PowerPoint, etc.)

• Expected to work in-office 5 days while training and may telework 1 day after training is completed.

• Experience working in or around public relations and/or government relations.
• Expert knowledge of English grammar, spelling, capitalization, and punctuation, with the ability to write concise, error-free prose.
• Experience working with CAPPS system.

• Knowledge of accepted business practices and procedures; of applicable rules, regulations, and policies; and of related legislative and legal practices and procedures.
• Skill in the use of standard office equipment and software.
• Skills in organization and time-management at a high level.
• Ability to operate with a professional demeanor with tact and respect at all times.
• Ability to handle high-level administrative issues, to analyze and solve work-related problems, to communicate effectively, and to provide guidance to others.
• Ability to perform complex administrative work in a deadline-driven environment while maintaining a high level of accuracy and attention to detail.
• Ability to exercise a high degree of initiative, diplomacy, confidentiality, and judgment while managing workload efficiently.

Physical Requirements