Executive Assistant I

Job Title

Executive Assistant I

Agency

Texas Division of Emergency Management

Department

Operations Support

Proposed Minimum Salary

$4,888.00 monthly

Job Location

Austin, Texas

Job Type

Staff

Job Description

General Description:

The Texas Division of Emergency Management (TDEM) is an emergency response entity, this status can affect working hours, travel needs and change in duties as needed. Under general direction, an Executive Assistant coordinates and provides skilled administrative support to departmental director, manager, and personnel. Utilizes and maintains Fleet related software. Prepares, processes, copies, files, and distributes correspondence, memorandum, or other types of documentation. Compiles and analyzes data; prepares, generates, and submits various types of reports as required by department. Performs data entry; updates and maintains departmental records, files, filing systems, and databases; coordinates and schedules the transfer, archiving, and destruction of records as assigned. Answers, screens, and directs incoming calls; documents and distributes phone messages. Updates and maintains departmental calendars; schedules and coordinates meetings, appointments, training courses, and/or other functions; and organizes travel arrangements. Performs other routine and/or specialized duties relative to area of assignment as required.

This position reports to the Division Chief, Operations Support.

*Salary is a fixed rate and is non-negotiable.

*This position is located on-site and not subject to telecommuting.

Essential Job Duties And Responsibilities:

• Providing skilled administrative support to management and other departmental personnel.
• Performing clerical operations and activities for area of assignment; including preparing fleet reports and records; updating and maintaining departmental records, file systems, and databases; entering and retrieving computer data; and copying and filing documents.
• Answers phone calls, routes incoming calls accordingly, takes messages, greets visitors, and directs visitors to appropriate staff.
• Preparing and processing various types of correspondence and other documentation.
• Performing a variety of general accounting duties; receiving invoices and reviewing for accuracy.
• Attends training and maintains proficiency in AggieBuy, Emburse and Smartsheet. Ensures compliance with policies and procedures, as well as, practicing good fiduciary responsibilities as a unit.
• Establishing and maintaining cooperative working relationships with other staff, state and local departments, outside agencies, contractors, vendors, and the general public.
• Communicates policies, procedures, standards, and methods to staff as it relates to this unit.
• May serve as an assistant worker to assist other staff.
• Face-to-face and person-to-person interactions are required.
• Ability to travel 20%.
• Performs related work as assigned.
• Maintains a regular course of attendance during authorized work schedule. 

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Minimum Qualifications:

Education - Bachelor's degree in emergency management, public administration, business or asset management, adult learning, or equivalent combination of education and experience.

Experience - Three (3) years of related experience.

*Additional work experience or the type described above may be substituted for the education requirement on a year­-for-year basis. Thirty {30} semester hours is equivalent to one {1} year of experience. A completed advanced degree in a relevant field may also be substituted in lieu of work experience.

Knowledge, Skills And Abilities:

• Working knowledge of, or the ability to rapidly assimilate information related to TAMUS/TDEM, state, and federal regulations, legislation, guidelines, policies, and procedures.
• Must exercise excellent interpersonal skills- position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.
• Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment. Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.
• Skill in communicating orally and in writing. Ability to communicate with tact and diplomacy.
• Must demonstrate ability to access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner quickly and efficiently.
• Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships, and causal factors, as well as grasp issues, draw accurate conclusions, solve problems, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.
• Must possess high levels of proficiency with utilized software and systems and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar, Smartsheet and Adobe Pro.
• Must demonstrate an ability to responsibly handle sensitive and confidential information and situations.
• Must adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information/records.
• Ability to operate outside of normal working hours on a twelve (12) hour shift during an activation of the Regional Emergency Operations Center/Disaster District Emergency Operations Center, as well as nights, weekends, and holidays as needed. Must be able to travel by vehicle or other modes of transportation intra or interstate for a low frequency (10 percent).
• Ability to anticipate issues, identify issues and problem solve.

Registration, Certification Or Licensure:

Must successfully complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

*Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions

*Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.