TWDB - 26-96: Administrative Assistant III-IV

About the role

The Texas Water Development Board (TWDB) seeks an experienced Administrative Assistant to join our dynamic team. This position provides complex to highly complex administrative and operational support functions, including scheduling, coordinating, and preparing travel authorizations/expense reports.

Responsibilities

• Reviews financial assistance funding applications to ensure they are administratively complete and meet TWDB rules and procedures.
• Generates, prepares, and routes planning memos through Microsoft Teams Environment following applicable procedures.
• Processes contact update requests in reference to stakeholders.
• Ensures accuracy and timely responses for travel accommodations, expenditure requests, and facilitating Public Information Requests.
• Prepares and distributes delegations of authority as needed.
• Communicates with agency personnel, elected and appointed officials, and the public.
• Maintains and establishes records, filing systems, and logs.
• 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.
• Manages confidential and sensitive information.
• Maintains required certifications and licenses and meets continuing education needs.
• Enters and maintains accurate data entry and/or information in the agency database and CAPPS.
• Maintains required certifications and licenses and meets continuing education needs.
• Performs other duties as assigned.

Requirements

Minimum Qualifications:

• Graduation from a standard senior high school or equivalent.
• Two years of relevant work experience in administrative support for an Administrative Assistant III.
• Five years of relevant work experience in administrative support for an Administrative Assistant IV.

Preferred Qualifications:

• Graduation from an accredited four-year college or university with a bachelor’s degree in Business Administration or a related field.
• Two years of experience providing administrative support to a financial, legal, engineering, or natural resources area for an Administrative Assistant III.
• Five years of experience providing administrative support to a financial, legal, engineering, or natural resources area for an Administrative Assistant IV.
• Previous work experience in State or Federal government.
• Experience in creating process documents, procedures, and work instructions with accuracy and consistency.

Qualifications

• Knowledge of local, state, and federal laws and regulations relevant to the RWPD Division.
• 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 using 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 all 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 retrieving/replacing 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.

Benefits

The Texas Water Development Board (TWDB) offers a 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. Please visit TWDB Career Page: http://www.twdb.texas.gov/jobs/ for more information.