Twdb - 24-66 - Wsc Office Coordinator (Executive Assistant I)

TEXAS WATER DEVELOPMENT BOARD'S MISSION

Leading the state's efforts in ensuring a secure water future for Texas.

WORKING AT THE TWDB

See why our work makes an impact and why the TWDB is a great place to work!

The Texas Water Development Board (TWDB) endorses telecommuting and hybrid workplace plans, in addition to other flexible work alternatives. We offer competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work hours so you can have a work/life balance! For more information about these benefits and more visit: http://www.twdb.texas.gov/jobs/benefits.asp.

Please visit TWDB Career Page: http://www.twdb.texas.gov/jobs/ for more information.

VETERAN'S PREFERENCE

Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of 3F5X1 Administration, 42A Human Resources Specialist,  0170 Personnel Officer (Warrant), or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.

Additional Military Crosswalk information can be accessed at https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

Job Description Summary

Performs complex (journey-level) professional administrative work for the Assistant Deputy Executive Administrator (ADEA) of the Office of Water Science and Conservation. Work involves coordinating and supporting general administrative operations for the office. Maintains strong multi-tasking, communication, collaboration, and organizational skills to ensure administrative support for ADEA and office staff. Exercises sound judgement and uses discretion with confidential matters. Prepares, reviews, tracks, and files administrative forms, correspondence, procedural documents, and technical reports. Schedules meetings, disseminates information to and from the office, including with the public, elected and appointed officials, and stakeholders, and assists with records management. Assists the Water Science and Conservation administrative team. May train and oversee the work of others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Assistant Deputy Executive Administrator (ADEA) of the Office of Water Science and Conservation, with general direction regarding administrative tasks also provided by WSC Executive Assistant Team Lead.

Essential Job Functions

• Oversees and assists the Assistant Deputy Executive Administrator and staff with all administrative activities and operations.
• Receives, processes, facilitates, and disseminates information within WSC and with other agency departments, legislators, Board members, and the general public; ensures timely responses in all instances.
• Serves as a liaison between WSC and other offices of the agency, including through support of the State Employee Charitable Campaign, the Board Employee Engagement Team, and agency newsletter communications.
• Coordinates cross-division efforts for WSC, including maintenance of the office's SharePoint site, staffing updates, maintaining, and organizing copy rooms and supplies, and supporting office event planning.
• Prepares, reviews, processes, and/or tracks agency documents, such as internal memos and reports, timesheets, personnel documents, expenditure requisitions, travel authorizations and vouchers, vehicle request forms, etc.
• Reviews documents for adherence to agency policies and standards.
• Assists the ADEA with general human resource management actions.
• Coordinates and processes travel arrangements including airline, hotel, and vehicle reservations.
• Schedules and coordinates meetings, appointments, and special events, reserves meeting sites, contacts and confirms appointments and meetings, prints necessary documents or agenda, attends meetings, and takes minutes, as necessary.
• Monitors staff calendars and updates office/agency calendars, as necessary.
• Develops, maintains, and updates databases, electronic files, documents, and spreadsheets for record keeping and process tracking.
• Processes mail, orders supplies, and coordinates office equipment orders and repairs.
• Answers and routes incoming phone calls, takes messages and refers calls to appropriate staff.
• Assists with answering the main phone line of the agency for eight hours per month or as needed.
• Participates in professional development activities by setting and pursuing training goals.
• Works 8:00 AM to 5:00 PM, Monday through Friday, with the ability to be flexible, as necessary.
• Maintains confidential and sensitive information.
• Ensures individual, team, and office files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agency's records retention procedures and schedule.
• Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.
• May be required to operate a state or personal vehicle for business purposes.
• Performs other duties as assigned.

Minimum Qualifications

• Graduation from an accredited four-year college or university with major course work in Public or Business Administration, English, Science, or a related field.
• Two years of professional experience providing administrative support in an office or laboratory setting.
  
• Experience using Microsoft Office programs, such as Word, Excel, SharePoint, and Teams.
• Relevant education and experience may be substituted on a year-for-year basis.

Preferred Qualifications 

• Experience proofreading & preparing documents and scheduling meetings, strong communication skills.
• Experience organizing and tracking documents, strong organizational skills.
• Work experience in a government organization, preferably a State of Texas agency.
• Work experience in a scientific or technical organization.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant to the Office of Water Science & Conservation.
• Knowledge of the principles and practices of public administration. 
• Knowledge of office practices and administrative procedures, including document editing, records management, and telephone techniques.
• Knowledge of proper document construction, grammar, punctuation, and editorial techniques.
• Skill in using Microsoft Office programs such as Word, Excel, Outlook, SharePoint, and Teams or other collaboration software.
• Skill in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skill in CAPPS (Centralized Accounting and Payroll/Personnel System) for Texas agencies for submitting timesheets, expenditure requisitions, hiring packets, etc.
• Skill in preparing, proofreading, routing, tracking, and maintaining accurate communications, including records, reports, documents, and correspondence.
• Ability to communicate information clearly, concisely, and respectfully, both verbally and in writing.
• Ability to handle high-level administrative issues, to analyze and solve work-related problems, and to provide guidance to others.
• Ability to apply initiative and decision-making in a professional capacity.
• Ability to work in a deadline-oriented environment, managing multiple tasks while maintaining regular progress on assignments to meet deadlines.
• Ability to coordinate meetings, travel, special events, and to make appointments.
• Ability to take and transcribe meeting notes.
• Ability to establish and maintain effective working relationships with a variety of individuals including directors, managers, and staff.
• Ability to adhere to work schedules, follow procedures with respect to leave, and submit accurate timesheets by prescribed deadlines.
• Ability to make mature, objective decisions and identify areas of potential problems.
• Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
• Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
• Ability to perform assigned duties and improve work habits and/or output.
• Ability to complete assigned work, on time, neatly and with infrequent errors.
• Ability to interpret policies, procedures, and regulations.
• Ability to provide prompt, courteous and accurate assistance, and clear and concise communication to internal and external stakeholders both verbally and in writing.
• Ability to work and cooperate with others in a team environment.
• Ability to maintain confidential and sensitive information
• Ability to manage multiple tasks.
• Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
• Ability and willingness to travel 5% of the time, primarily within the State of Texas.
• Ability to operate a vehicle (state or personal) for state business and maintain a driver's license and driving record that complies with state and agency requirements.
• Ability to work shifts that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.
  

Remarks

• A copy of required academic transcripts and/or licensures and driving record must be submitted at the time of hire. Failure to provide required documentation will result in no further consideration for employment.
• Important Notice: Otherwise qualified candidates who are ultimately considered for potential employment with the Texas Water Development Board may be the subject of a request for any criminal history record information maintained by the Texas Department of Public Safety (DPS). Evidence of a criminal conviction or other relevant information obtained from the DPS shall not automatically disqualify an individual from employment with the Texas Water Development Board.

APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS

• Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile.

EQUAL OPPORTUNITY 

• The Texas Water Development Board does not discriminate on basis of race, color, national origin, sex, religion, sexual orientation, age, or disability in employment or provision of services, programs, or activities.
• Female and minority applicants are encouraged to apply.

SELECTIVE SERVICE

• Males born on or after January 1, 1960, will be required to present proof of Selective Service registration on the first day of employment or proof of exemption from Selective Service registration requirement. 

FINAL EMPLOYMENT OFFERS 

• All offers of employment are contingent upon the candidate having legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded. 

SPONSORSHIP

• Candidates must be eligible to work in the United States without requiring sponsorship. 

STATE OF TEXAS APPLICATION

• Resumes will not be accepted in place of a completed State of Texas application unless indicated.

E-VERIFY

• TWDB participates in E-Verify!  Information from each new employee's Form I-9 will be provided to the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) to confirm work authorization. 

EMPLOYMENT AT-WILL

• Employment with the Texas Water Development Board (TWDB) is on an at- will basis.

AMERICANS WITH DISABILITIES ACT

• The TWDB is in compliance with the Americans with Disabilities Act and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits of employment, please contact the Human Resources Division for assistance at (512) 475-2142. Deaf and hard of hearing applicants may contact our office via Relay Texas at 1-800-735-2989 (TTY/TDD).

HEADQUARTER LOCATION AND CONTACT INFORMATION

Texas Water Development Board
Stephen F. Austin Building
1700 North Congress Avenue
Austin, Texas 78701
hr@twdb.texas.gov
Phone: (512) 475-2142