INTERNAL OAG - Procurement and Contract Operations | Executive Assistant II | 25-0725 | CURRENT OAG EMPLOYEES ONLY

General Description

The Office of the Attorney General is seeking an Executive Assistant who will handle a variety of administrative tasks. The Executive Assistant will administer the daily operations and activities for the Procurement and Contract Operations Division. Work involves establishing goals and objectives; developing guidelines, procedures, rules; developing schedules, priorities, and standards for achieving established goals; coordinating and evaluating business function, division, or department activities; developing and evaluating budget requests; and monitoring budget expenditures.

The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas.  As the State’s law firm, the OAG provides exemplary legal representation in diverse areas of law.  OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.

Essential Position Functions

• Provides administrative, legal, and technical assistance to Division Director and the Deputy Director, including planning and preparing reports, manuals, and publications; interpreting policies and procedures, and making administrative decisions.
• Revise administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.
• Assists with general human resource management actions and budget preparation.
• Coordinates travel arrangements for legal staff; and prepares or processes related paperwork and files paperwork.
• Types, edits, proof-reads, and finalizes correspondence, pleadings and other legal documents, including expert contracts.
• Coordinates calendars, meetings, and other activities with various government agencies, executives, and organizations on behalf of the Division management.
• Develops and maintains filing, record-keeping, and records management systems; reviews administrative and technical policies and procedures.
• Plans and prepares reports, correspondence, studies, forms, manuals, and publications; prepares notices or agendas for meetings and hearings.
• Assists Division Director with routine and non-routine administrative support, which may include making administrative and operational decisions in the absence of the Division Director. Also, represents the PCO Division at meetings with other Office Managers/Executive Assistants.
• Serves as the division’s inventory liaison.
• Supports division’s safety officer; includes filing reports and preparing for fire drills following agency standards.
• Performs backup administrative duties for the Procurement and Contract Operations Division required including opening, sorting, and distributing incoming mail and other documents.
• Assists teams with administrative support.
• Performs all other related work as assigned
• Maintains relevant knowledge necessary to perform essential job functions
• Attends work regularly in compliance with agreed-upon work schedule
• Ensures security and confidentiality of sensitive and/or protected information
• Complies with all agency policies and procedures, including those pertaining to ethics and integrity

Minimum Qualifications

• Education: Graduation from high school or equivalent.
• Education: Bachelor's degree from an accredited college or university; experience in the following (or closely related) fields may be substituted for the required education on a year-for-year basis: Full-time office administration, administrative support, or related experience that includes experience providing effective customer service
• Experience: Four years of full-time experience working in the following (or closely related) fields: Full-time office administration, administrative support, legal support, or related experience, which includes experience providing effective customer service
• Knowledge of accepted business practices and procedures; applicable rules, regulations, and policies; and of related legislative and legal practices and procedures.
• Skill in prioritizing workloads and effectively meeting deadlines, for self and staff.
• Skill in handling multiple tasks, prioritizing, and meeting deadlines
• Skill in effective oral and written communication
• Skill in exercising sound judgment and effective decision-making
• Skill in the use of standard office equipment and software.
• Ability to implement new administrative systems and procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to supervise the work of others.
• Ability to handle high-level administrative issues; to analyze and solve work-related problems; to communicate effectively; and to provide guidance to others.
• Ability to oversee and to supervise the work of others. 
• Ability to receive and respond positively to constructive feedback
• Ability to work cooperatively with others in a professional office environment
• Ability to provide excellent customer service
• Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG work space within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)
• Ability to arrange for personal transportation for business-related travel
• Ability to work more than 40 hours as needed and in compliance with the FLSA
• Ability to lift and relocate 30 lbs.
• Ability to travel (including overnight travel) up to 5% 

Preferred Qualifications

• Experience with the State of Texas travel management platform (eTravel), the procurement system (ePro), and/or other internal database programs used by State of Texas employees.
• Knowledge of agency and division policies and procedures.
• Other Language: Ability to proficiently read, write, and speak Spanish. 

To Apply

To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at   

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER