TWDB – 27-16 Administrative Assistant III-IV

TSABAA; Texas; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Flexible spending account

Flexible work alternatives

Job summary

Texas Water Development Board seeks an Administrative Assistant to perform complex to highly complex administrative support tasks. You will coordinate meetings, travel, and documentation while maintaining records and assisting with inter-agency communication.

Responsibilities include processing funding applications, routing memos, and handling public information requests. This role requires in-office presence and adherence to records retention policies.

Qualifications

• High school diploma or equivalent required.
• Two years of relevant admin support experience (minimum).
• Associate degree or higher preferred; substitute education for experience per policy.

Responsibilities

• Coordinate meetings and travel authorizations within RWPD.
• Process and review funding applications for administrative completeness.
• Create memos and route documents through Teams.”
• Handle travel arrangements, expense reports, and public information requests.
• Maintain records, files, and logs; answer phones and route inquiries.

Skills

Administrative support

Documentation

Travel coordination

Interagency communication

Education

High school diploma or equivalent

Associate degree (preferred)

Tools

Microsoft Office

SharePoint

CAPPS

Job description

Texas Water Development Board

Texas Water Development Board’s Mission

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

Salary commensurate with experience and qualifications

The Texas Water Development Board offers competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work alternatives 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.

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.

Must meet agency in-office requirements

Salary commensurate with experience and qualifications

GENERAL DESCRIPTION

Performs complex (journey level) to highly complex (senior-level) administrative support work. Work involves coordinating and disseminating information concerning agency programs and procedures. Explains policies and processes, maintains filing systems and records, updates documents and correspondence, and performs and coordinates a variety of administrative support functions. Maintains contact and coordination with intra-and inter-agency personnel, elected and appointed officials, and the public. Works under general to limited supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Manager of the Administrative Support Department.

ESSENTIAL JOB FUNCTIONS

• Performs complex to highly complex administrative and operational support functions of a wide and complex nature in reference to scheduling and prioritizing meetings, coordinating, and preparing travel authorizations/expense reports within RWPD.
• Reviews financial assistance funding applications to ensure applications are administratively complete and meet the submittal requirement per Texas Water Development Board (TWDB) rules and procedures.
• Generates, prepares, and routes planning memos through the Microsoft Teams Environment following applicable procedures.
• Processes submittal requests sent to RWPD through the submittal intake process.
• Processes contact update requests in reference to stakeholders.
• Ensures accuracy and timely responses as necessary for travel accommodations, expenditure requests, and facilitating Public Information Requests to ensure team members review/provide information.
• Prepares and distributes delegations of authority as needed to ensure a productive and well-functioning workplace.
• Receives, processes, facilitates, and disseminates information between the division and other business areas within the agency, the Board members, TWDB customers, and the public.
• Navigates through the agency database (TxWISE and STRM) to successfully attach documents, enter data, and access documents and/or reports.
• Prepares, proofs, formats, edits, and/or distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications to ensure accuracy and consistency of work across RWPD.
• Maintains and establishes records, filing systems, and logs.
• Opens, sorts, and distributes agency correspondence.
• Answers, screens, and routes incoming phone calls and/or messages to the appropriate staff and directs visitors to the appropriate location.
• Provides rotating coverage and support for the agency’s main telephone line.
• Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Enters and maintains accurate data entry and/or information in the agency database and CAPPS.
• Maintains confidential and sensitive information.
• Ensures individual and team 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.
• Maintain knowledge by attending professional and technical educational seminars, workshops, and 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 a standard senior high school or equivalent.
• Administrative Assistant III: Two years of relevant work experience in administrative support.
• Administrative Assistant IV: Seven years of relevant work experience in administrative support.
• Relevant education may be substituted for years of experience on a year-for-year basis.

PREFERRED QUALIFICATIONS

• Associate’s degree in business administration, Public Administration, or related field, or equivalent work experience.
• Administrative Assistant III: More than two years of experience providing administrative support to a financial, legal, engineering, or natural resources area.
• Administrative Assistant IV: More than seven years of experience providing administrative support to a financial, legal, engineering, or natural resources area.
• Ability to interpret and apply established work processes, procedures, and instructions to ensure consistent and accurate results.
• Previous work experience in a team setting with the ability to multitask or be flexible with assignments.
• Knowledge of local, state, and federal laws and regulations relevant to the Administrative Support Department.
• Knowledge of the principles and practices of public administration.
• Knowledge of complex office practices and administrative procedures, including record keeping and records management, telephone techniques, and report writing.
• Knowledge of proper document construction and editorial enhancement techniques.
• Knowledge of operating computers, software applications, and peripheral devices.
• Skills in using Microsoft Office programs such as Word, Excel, SharePoint, MS Teams, and Outlook.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in preparing and maintaining accurate records, reports, documents, and correspondence.
• Skills in communicating effectively in writing as appropriate for the needs of the audience.
• Skills in effectively communicating with others to convey information.
• Skills in actively looking for ways to help people.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• 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 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 drivers 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.