24-79 - Executive Assistant II

Only applicants who apply with a State of Texas application via the CAPPS online application system will be considered for this position. First time applicants will need to create an account https://tinyurl.com/CAPPS-Login in the CAPPS online application system at https://tinyurl.com/CAPPS-Jobs. Please visit our job opportunities page at https://tinyurl.com/How-to-Apply-in-CAPPS for more information about the Texas Water Development Board and answers to frequently asked questions. To view this position in greater detail, visit the CAPPS online application system. 

Texas Water Development Board’s Mission 

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

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 our employee 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. 

***Salary commensurate with experience and qualifications***

General Description

Performs highly complex (senior-level) professional assistance. Work involves planning and coordinating special administrative projects and assignments. Has access to confidential matters requiring discretion and sound judgment. Accepts instruction or assistance as new, unusual, or unique situations arise. Assists others in performing work of greater complexity. May advise and assist executive staff on high-level administrative matters and operations. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment;  Reports to the General Counsel of the Office of General Counsel.

Essential Job Functions

• Plans, coordinates, monitors and manages the agency Board meeting process and maintain Board meeting records.
• Acts as agency liaison to Texas Register.
• Revises administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.
• Prepares materials related to confidential personnel matters, including personnel requisitions, personnel actions, performance plans, and evaluations.
• Answers the telephone for the General Counsel and the department and routes calls to legal staff.
• Responds to routine correspondence.
• Prepares complex correspondence, reports, and statistical data for the General Counsel.
• Maintains the General Counsel’s calendar.
• Prepares all travel arrangements for the Office of General Counsel.
• Prepares travel requests and vouchers for the office of General Counsel.
• Maintains files for the General Counsel and the Office of General Counsel according to agency record management schedules.
• Orders and maintains supplies for the office.
• Assists in budget preparation and tracks expenditures for the Office of General Counsel discretionary budget.
• Logs, tracks, and routes all Office of General Counsel contracts, board items, and other documents that require General Counsel, Executive Administrator, and Board Members' signature and approval.
• Provides back-up to the TWDB’s visitor reception area as needed.
• 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.
• 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.
• Seven years of progressive technical and administrative experience in legal office practices or administrative support.

Preferred Qualifications

• Previous state government experience.
• Previous experience working in a legal office or with lawyers.
• Previous experience working with governmental boards or commissions.
• Previous experience working with Texas Register and Texas Secretary of State on meetings and administrative rules.

 Knowledge, Skills and Abilities

• Knowledge of local, state, and federal laws and regulations relevant to the Office of General Counsel.
• Knowledge of the principles and practices of public administration.
• Knowledge of government office policies and procedures and legal office management.
• Skills in using Microsoft Office programs such as Word, Excel, and Access.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in performing highly detailed work under limited supervision and in consideration of multiple deadlines.
• 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 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 perform effectively and willingly when changes occur in scope and nature of the work and work environment.
• 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, even when change occurs.
• 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 10% 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, oversee and supervise the work of others.