TPWD - Executive Assistant II (State Parks and Infrastructure Executive Assistant)

Texas A&M International; Austin (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Texas Parks and Wildlife Department seeks an Executive Assistant II for the State Parks and Infrastructure division in Austin. The role provides high-level administrative support to division directors, anticipated needs, and coordinated logistics for meetings and communications.

Key duties include calendar management, confidential correspondence, and producing letters, memos, and reports for executive signatures. Strong MS Office skills and professional discretion are essential.

Qualifications

• Bachelor's degree in Business Administration or closely related field.
• Two years of progressively responsible experience with complex administrative and support programs involving executive level administrative support and general office management in an automated environment.
• Must possess or be able to obtain, within 30 days of employment, a valid state driver's license.

Responsibilities

• Acts as executive assistant to the State Parks and Infrastructure division directors, anticipating needs and delivering solutions.
• Coordinates calendars, meetings and other activities with agencies, executives, organizations and staff.
• Maintains confidentiality of sensitive correspondence and communications.
• Prepares letters, memos and reports; proofs and edits for grammar and clarity; prepares correspondence for executive signatures.
• Greet visitors, answer phones, and interact with the public and various agencies; provide back-up for Executive Office staff as needed.

Skills

MS Word

Excel

PowerPoint

Outlook

Verbal communication

Written communication

Office management

Education

Bachelor's degree in Business Administration or related field

Tools

MS Word

Excel

PowerPoint

Outlook

Job description

Job Title TPWD - Executive Assistant II (State Parks and Infrastructure Executive Assistant)

To manage and conserve the natural and cultural resources of Texas and to provide hunting, fishing and outdoor recreation opportunities for the use and enjoyment of present and future generations.

HIRING CONTACT: Rodney Franklin, 512-389-8545

PHYSICAL WORK ADDRESS: 4200 Smith School Rd, Austin TX 78744

GENERAL DESCRIPTION:

This role serves as the executive assistant to the State Parks and Infrastructure division directors. The right professional for this role excels at anticipating needs, prioritizing fast moving demands and delivering solutions before they're asked.

Under the direction of the State Parks and Infrastructure division directors this position performs highly complex (senior-level) professional assistance work and is responsible for providing complex professional assistant work and oversees various administrative operations to support to State Parks and Infrastructure Division Directors and staff.Maintains confidentiality of sensitive correspondence and communications.Coordinates calendars, meetings, and other activities with other governmental agencies, executives, organizations and Agency staff on behalf of Division Directors.Serves as lead receptionist for the Divisions, greeting visitors and answering phones, interacting with the general public, state, federal, legislative and congressional agencies, and field and headquarters staff.May assist and/or serve as back up for Executive Office administrative staff as needed.Prepares and coordinates human resource related activities and may review timesheets.Creates letters, memos and reports; proofs and edits for grammar, punctuation, sentence structure and clarity; and prepares correspondence for executive management signature.Composes responses to inquiries requiring some understanding of technical matters.Maintains professional and effective working relationships with agency staff and individuals served by Texas Parks and Wildlife Department.Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.Performs additional duties as assigned.Complies with all Agency, Division and Branch rules, regulations and procedures.

MINIMUM QUALIFICATIONS:

Education:

Graduation from an accredited college or university with a Bachelor's degree in Business Administration or closely related field.

Experience:

Two years of progressively responsible experience with complex administrative and support programs involving executive level administrative support and general office management in an automated environment.

Licensure:

Must possess or be able to obtain, within 30 days of employment, a valid state driver's license.

ACCEPTABLE SUBSTITUTIONS:

Education:

One additional year of experience with complex administrative and support programs involving executive level administrative support and general office management in an automated environment may substitute for 30 hours of the required education, with a maximum substitution of 120 semester hours.

PREFERRED QUALIFICATIONS:

Experience:

• Five years of progressively responsible experience with complex administrative and support programs involving executive level administrative support and general office management in an automated environment;
• Experience in Texas State Government;
• Experience with TPWD business practices.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of Agency organizational structure, key individuals, assigned roles and responsibilities;
• Knowledge of strategic issues facing agency executive administration;
• Knowledge of executive level scheduling;
• Knowledge of administrative and technical practices and procedures;
• Knowledge of support practices and procedures to support a Commission or Board;
• Knowledge of project management principles and practices;
• Skill in using MS Word, Excel, PowerPoint and Outlook;
• Skill in effective verbal and written communication;
• Skill in office management principles, practices, and administrative procedures;
• Skill in providing quality customer service in a courteous and professional manner;
• Skill in promoting, establishing, and maintaining effective working relationships;
• Skill in meeting strict deadlines;
• Skill in providing direct services or information requested by Division Directors and /or Executive Management;
• Skill in exercising initiative and independent judgment in coordinating logistical arrangements;
• Skill in interpreting and implementing Division policies and procedures;
• Skill in problem solving/trouble-shooting and researching information;
• Skill in working independently and using sound judgment and initiative in accomplishing tasks with limited supervision;
• Skill in using and trouble-shooting personal computers with word processing, spreadsheet, e-mail, internet and various software and databases;
• Skill in using office equipment, personal computers and printers, calculator, facsimile, copier and multi-line telephone system;
• Skill in ascertaining areas to be considered confidential and maintaining confidentiality in sensitive matters;
• Skill in providing technical guidance and assistance;
• Skill in proofreading and grammar usage;
• Skill in developing and maintaining record keeping systems;
• Skill in independent composition of Executive Office correspondence;
• Skill in training others;
• Ability to effectively and courteously interact and work with others;
• Ability to maintain strict confidentiality and discretion with sensitive matters;
• Ability to assume ownership and work independently on tasks and projects while maintaining a positive attitude;
• Ability to maintain flexibility and work with frequent interruptions and multiple changing priorities;
• Ability to review and prepare detailed written work with a high degree of accuracy;
• Ability to manage multiple complex assignments with limited supervision;
• Ability to recognize and solve problems effectively;
• Ability to effectively solve problems in a variety of circumstances;
• Ability to exhibit dependability, resourcefulness, flexibility, creativeness and independent thought;
• Ability to take initiative and action beyond what is required to improve services or complete tasks;
• Ability to conduct work activities in accordance with TPWD safety program.

WORKING CONDITIONS

• Required to work from 8:00 a.m. to 5:00 p.m., Monday through Friday;
• Required to work extended hours as necessary;
• May be required to operate a State vehicle;
• May be required to travel 5%;
• Non-smoking environment in State buildings and vehicles.

PLEASE NOTE:

• Job title,
• Employer name,
• Dates of employment (month/year),
• If employment is less than full-time status, indicate part-time in the work history section or résumé, and
• Description of duties performed. NOTE: Volunteer experience may be counted toward required experience.

IMPORTANT:

• College Transcripts: If education is used to meet the minimum qualifications, a copy of the college transcript(s) issued by the registrar must be provided at the time of interview (unless otherwise noted in the posting).
• 'N/A' may be entered in fields that are not applicable.
• Omission of required information may result in disqualification.

WIT applicants must complete the supplemental questions in the CAPPS Candidate Gateway to be considered.

• If you need assistance creating a résumé, please refer to the 'Create a Résumé' link for Job Seekers on the Work In Texas website.

If the required information and attachments are not submitted as noted above, your application will be considered incomplete.

Texas Parks and Wildlife offers a variety of benefits for employees such as generous paid time off, group insurance, retirement and pension, and frequent training and staff development opportunities. Other benefits include longevity pay, merit pay, deferred compensation, flexible benefit plans, 401K/457 retirement plans, direct deposit, staggered work hours, Employee Assistance Program and a Return-to-Work Program.For new employees or rehires, health insurance is available on the 1st of the following month after a 60-day waiting period.

If you choose to claim military employment preference as outlined by the State of Texas, you must attach the required documentation referenced below at the time your application is submitted. If you have questions regarding this requirement, please visit our Military Employment Reference page at https://tpwd.texas.gov/jobs/veterans/ .

Required forms that will need to be attached with application for Military Employment Preference:

Veteran-DD214 showing honorable discharge or Statement of Service (only for transitioning service members who have not reached their date of separation).

Surviving spouse of a veteran who has not remarried-Marriage Certificate and DD Form 1300 or appropriate documentation.

Orphan of a veteran killed while on active duty-Birth Certificate and DD Form 1300 or appropriate documentation.

Spouse of a member of the US Armed Forces/Texas National Guard serving on Active Duty-Marriage Certificate and copy of spouses active-duty military orders.

Spouse of a veteran with disability and is the primary income for household-Marriage Certificate, Veterans DD214, and VA Benefits Summary Letter showing disability rating.

Documentation must be attached to the application before military preference can be granted.

*More information on military occupational specialty codes can be found below: