23-59 Executive Assistant to Agency Communications (Executive Assistant I/II)

Only candidates who apply via email to (HR “at” TWDB.texas.gov) with an official State of Texas Application or through the WorkInTexas.com website will be considered for this position. View this position and apply at https://tinyurl.com/2k8e4gzz

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 these benefits and more visit: http://www.twdb.texas.gov/jobs/benefits.asp.

*Salary commensurate with experience and qualifications

The Agency Communications Office at the Texas Water Development Board is responsible for creating and disseminating engaging, and informative content about our state’s most important resource: water. The office is seeking an Executive Assistant to provide administrative support for these efforts and the team members behind them. This person, a self-starter who is meticulously organized and detail-oriented, will perform complex (journey-level) to highly complex (senior-level) administrative-related duties and may assist with some communications-related tasks. This position offers growth and training opportunities to take on larger roles in communication projects. This person will work under general to limited supervision, with moderate latitude for the use of initiative and independent judgment, and report to the Deputy Executive Administrator of Agency Communications Office.

• Serves as the administrative assistant for the director and staff of the Agency Communications Office and as needed, the Executive Office.

• Prepares, routes, and tracks expenditure requests and items for signature.

• Makes travel arrangements, tracks travel authorizations, and prepares travel vouchers for reimbursement.

• Maintains trackers and documents related to expenditure requests and travel.

• Schedules internal and external meetings, collects/distributes meeting documents, including agendas and notes.

• Liaises with other agency departments for the purposes of gathering information and materials.

• Disseminates information and provides assistance to internal and external stakeholders, ensures timely responses.

• Manages incoming phone calls and distributes mail.

• Provides administrative support to event coordination and conference efforts, including the biennial Water for Texas conference.

• Ensures individual and team files (electronic and hard versions) are appropriately maintained and disposed of in accordance with the agency’s records retention procedures and schedule.

• Prepares and submits Weekly Activity Report on behalf of Agency Communications.

• Serves as PIR liaison to the TWDB Office of General Counsel.

• Tracks and coordinates award entries on behalf of Agency Communications.

• Assists with maintaining team content on the agency’s intranet.

• Assists with developing and revising administrative policies and procedures.

• Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include attending mandatory training courses.

• Assists with miscellaneous office work process documents.

• Maintains confidential and sensitive information.

• May assist with communication-relation tasks, such as creating and distributing stakeholder emails, social media, and outreach.

• May be required to operate a state or personal vehicle for business purposes.

• Performs other duties as assigned.

• Graduation from an accredited four-year college or university with major coursework in Business or Public Administration, Communications, or a related field.

• Executive Assistant I: One or more years of progressive experience in an administrative support role or role with similar responsibilities.

• Executive Assistant II: Three or more years of progressive experience in an administrative support role or role with similar responsibilities.

• Relevant experience and education may be substituted on a year-for-year basis.

• Previous administrative support experience with or for a government organization, such as a Texas state agency.

• Five or more years of experience in an administrative support role or role with similar responsibilities.

• Experience with such communication tasks as writing, editing, event coordination, and other communication responsibilities, or experience supporting a communications department or director.

• Knowledge of local, state, and federal laws and regulations relevant to the Texas Water Development Board and Agency Communications Office and 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 grammar, style, and usage guidelines.

• Skills in exceptional organizational and attention to detail and accuracy.

• Skills in prioritization and time management.

• Skills in managing schedules and project lists.

• Skills in leading effective meetings, as well as preparing agendas and capturing detailed notes.

• Skills in using such Microsoft Office programs as Word, Excel, Outlook, and PowerPoint.

• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.

• Skills in document and file management, including preparing, routing, tracking, and maintaining accurate communications including records, reports, documents, and correspondence.

• Skills in critical thinking and problem solving.

• Skills in using Centralized Accounting Payroll/ Personnel System for processing timesheets, requisitions/supply orders, travel vouchers and performance appraisals.

• Skills in preparing travel arrangements and vouchers according to state requirement.

• Skills in proactively looking for ways to assist staff and agency programs.

• Ability to work with colleagues in varying departments and levels of leadership, including senior leadership and Board members.

• Ability to coordinate meetings, travel, special events, and make appointments; experience assisting multiple staff such as an administrative team or a division of staff.

• Ability to learn new programs and skill sets.

• Ability to seek and develop opportunities to expedite processes and provide value-added assistance.

• 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, identify areas of potential problems and suggest recommendations for improvements.

• 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 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 with no physical limitations or aids 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 driver’s license and driving record that complies with state and agency requirements.

• Ability to work days that may exceed 8 hours, including early mornings, nights, and weekends.

• Ability to train others.