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Job Title:
Executive Assistant
Division:
Administration Management Services
Job Posting #
1902-14-AMS-R
Monthly Salary:
$4,200.00 - $4,600.00
State Classification:
Executive Assistant I
Class No., Group:
0160, B17
Location:
Austin
FLSA Status:
Nonexempt
Work Week:
Monday-Friday, 40 hours/week (flex schedule may be possible after first evaluation)
Travel:
None
Posting Date:
04/15/2019
Closing Date:
Until Filled
Job Summary:

This position reports to the Executive Director and Deputy Executive Director in the Administration & Management Services Division. The position performs complex professional assistance work to support AMS staff in accomplishing the goals of the division.

Minimum Education:

Graduation from an accredited four-year college or university. Experience can substitute for education on a year for year basis.

Experience:

At least five years of experience in a complex administrative support role. Experience working at a state agency preferred.

Knowledge, Skills and Abilities:
  • Knowledge of general business procedures and use of standard office equipment

  • Skill in operating a personal computer with word processing, database, and spreadsheet software

  • Skill in providing excellent customer service to both internal and external customers

  • Complex office practices and administrative procedures

  • Coordinating and scheduling activities and resources

  • Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency

  • The responsibilities associated with administrative procedures to include the use of proper business telephone etiquette, internal communication strategies and use of basic equipment

  • Skills in maintaining working relationships with individuals and groups

  • Maintaining effective working relationships with stakeholders, policy makers and other agencies

  • Preparing and maintaining confidential and sensitive records, files and reports

  • The use of personal computers and applicable programs, applications and systems

  • Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

  • Protects sensitive and confidential information

Preferred Qualifications:
Job Duties:
  • Handle speaking and travel requests and expense reports and reimbursements
  • Monitor general AMS mailbox, email box and fax inbox, scan and route as needed
  • Manage e-signature processes and authentication
  • Manage and fill all agency directory requests, and contact lists for policy makers
  • Manage AMS division calendar and scheduling
  • Manage all supplies requisitions and stocking for AMS
  • Assemble monthly, quarterly and annual reports and post to website, copy policy makers
  • Draft, edit and manage standard forms as needed including standard agency contracts
  • Schedule and document agenda and minutes of AMS & Town Hall meetings
  • Assist with scheduling, liaison, tech support, and documentation for committee meetings
  • Assist with assembly and distribution of policy holder meeting materials and documentation
  • Assist with developing a paperless office environment, scan and retrieve documents as needed
  • Assist with creation and posting of videos for education and minutes, and other presentations
  • Perform other duties as assigned
Additional Requirements:

Cover letter detailing how your education and experience meets the requirements of the position

Cover letter detailing how your education and experience meets the requirements of the position

Environmental & Physical Conditions:  Normal office work environment, mostly sedentary in nature. May involve walking; standing; remaining stationary for long periods of time; pulling and pushing; kneeling, stooping and bending; and safely lifting and carrying items weighing up to 30 pounds. Work involves extensive telephone usage and repetitive hand/wrist/finger motions while using the computer.

To Apply:

Submit a complete (no blanks) State of Texas Employment Application, cover letter and resume to:  human.resources@trec.texas.gov or 512-936-3547 (fax) or via WorkinTexas

 

Contact:

Tawana Hood, Human Resources 512-936-3604