Executive Assistant IV

Position Title:

Executive Assistant Iv

Class/Group:

0166/B23

Military Occupation Specialty Code:

Marine Corps 0111; Airforce 3F5X1

Fair Labor Standards Act Status:

Exempt

Number Of Vacancies:

1

Salary Range:

$6666.67 - $7916.67 / monthly

Duration:

Regular

Hours Worked Weekly:

40

Travel:

None

Work Location:

• San Antonio, Texas – preferred work location
• Austin, Texas - optional

Web Site:

Www.Txcc.Texas.Gov

Refer Inquiries To:

Careers@Txcc.Texas.Gov

How To Apply:

• Select the link below to search for this position:  https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en
• Enter the job posting number “00053276” in the keyword search.
• You must create a CAPPS Career Section candidate profile or be logged in to apply.
• Update your profile and apply for the job by navigating through the pages and steps.
• Once ready, select “Submit” on the “Review and Submit” page.
• If you have problems accessing the CAPPS Career Section, please follow the instructions in the Resetting CAPPS Password for Job Candidate desk aid.

Special Instructions:

• Applicants must provide in-depth information in the EXPERIENCE & CREDENTIALS section to demonstrate how they meet the position qualifications. Incomplete applications may result in disqualification.
• Resumes may be uploaded as an attachment but are not accepted in lieu of the information required in the EXPERIENCE & CREDENTIALS section of the application.

Interview Place/Time:

Candidates will be notified for appointments as determined by the selection committee.

Selective Service Registration:

Section 651.005 of the Government Code requires males, ages 18 through 25 years, to provide proof of their Selective Service registration or proof of their exemption from the requirement as a condition of state employment.

H-1b Visa Sponsorship:

We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Equal Opportunity Employer

Texas Cyber Command does not exclude anyone from consideration for recruitment, selection, appointment, training, promotion, retention, or any other personnel action, or deny any benefits or participation in programs or activities, which it sponsors on the grounds of race, color, national origin, sex, religion, age, or disability.  Please call 512-463-5920 to request reasonable accommodation.

• Title: Executive Assistant IV
• Class/Group: 0166/B23 
• Fair Labor Standards Act Status: Exempt

Position Summary

This position provides highly advanced (senior-level) professional executive administrative assistance supporting the efforts of the Agency Head in providing quality leadership and oversight of cybersecurity objectives for the State. Work involves performing complex and routine tasks for the Agency Head, other executive staff as assigned. Communicates on behalf of the Agency Head with interagency personnel, government officials, industry executives, and other outside contacts. Work is performed under the minimal direction and supervision of the Agency Head with extensive latitude for initiative and independent judgment.

• Provides day-to-day assistance and support to the Agency Head and other executive staff, while maintaining strict confidentiality on sensitive business matters.
• Performs complex administrative duties including the oversight of the review and evaluation of administrative practices, preparation and distribution of Microsoft Excel, Word, and PowerPoint documents, creates and updates spreadsheets, compiles presentations; prepares and distributes related documents and materials as appropriate. Coordinates and performs administrative functions including, but not limited to, establishing, and maintaining files and databases.
• Arranges and confirms travel and accommodation logistics, including hotel and car rental reservations, conference attendance confirmations, preparation of travel vouchers and expense reports for routing, approvals, and reimbursement; maintains all travel-related instructions and resources; manages travel changes and logistics at night and on weekends; provides detailed travel itinerary documentation.
• Oversees the coordination of meetings, daily schedules, interviews, and appointments; maintains a calendar of events for conferences and speaking engagements; provides the Agency Head with a daily agenda; prioritizes inquiries and requests while troubleshooting conflicts; makes judgements and recommendations; screens and prioritizes all incoming phone calls, mail, and/or meeting requests.
• Promotes and maintains a standard of professionalism in all communications on behalf of the Agency Head and the­ Agency. Greets visitors and receives incoming telephone calls on behalf of the Agency Head and executive staff as appropriate. Composes, reviews, and tracks professional correspondence on behalf of the Agency Head for communications not requiring executive attention. Manages and/or develops the planning, preparation, and dissemination of special reports, papers, letters, and memoranda.
• Coordinates and facilitates interdivisional administrative support activities with other support staff. Promotes and practices team concepts; assists in cross-training and utilizes the expertise of other support staff.

·         Support Staff.

Other Job Functions

• Ensures agency staff are apprised of new and existing executive office administrative policies and practices.
• Maintains oversight of office supplies and equipment and prepares requisitions for supplies and services. 
• Assists with the coordination of various projects and activities as needed or assigned.
• Provides administrative support to other division functions or staff as required and provides support for division directors when necessary.
• Assists with administrative support tasks such as large-volume mailings, receiving incoming materials, filing, etc.
• Performs related duties as assigned.

Education

• Graduation from high school or equivalent certificate.

Experience And Training Required

• A minimum of eight (8) years of successful, progressively responsible experience performing advanced administrative-level or office management work, at least four (4) of which included administrative or executive-level support to executive, upper management, or project management staff.

Experience And Training Preferred

• Experience providing administrative support in a State of Texas agency.

Knowledge, Skills, And Abilities

• Working knowledge of modern office equipment and of practices, procedures, and communications.
• Knowledge of State of Texas procedures, methods, principles, and practices.
• Familiarity with terms and concepts of cybersecurity.
• Skill in preparing and editing written documents includes experience in business correspondence formatting use of proper grammar, spelling, and punctuation.
• Ability to be self-motivated, and work on concurrent tasks while effectively organizing, prioritizing, and coordinating work assignments and projects.
• Ability to communicate effectively both verbally and in writing; in a clear and concise manner and including proficiency in the application of business terminology, spelling, grammar, and punctuation.
• Ability to exercise courtesy, tact, and diplomacy in all communications.
• Ability to present information in a clear and concise manner.  
• Ability to apply established protocols in all communication with state leadership and members of the legislature.
• Ability to exercise sound judgment and discretion in handling confidential information.
• Ability to understand, follow and convey brief oral and/or written instructions.
• Ability to produce a high degree of accuracy in work.
• Ability to effectively interpret policies, procedures, and regulations.
• Ability to analyze, interpret, develop, and prepare pertinent data in a clear, concise manner.
• Skill in coordinating and solving problems.
• Ability to work on concurrent tasks while effectively organizing, prioritizing, and coordinating work assignments.
• Ability to establish and maintain effective and cordial working relationships at all organizational levels, including management, direct supervisors, co-workers, internal and external customers.
• Ability to work independently and as part of a team, and to support and contribute to a cohesive team environment.
• Ability to work under pressure and exacting schedules to complete assigned tasks.
• Ability to work a flexible schedule to meet required deadlines, including overtime, evenings, and weekends when necessary.
• Ability to comply with all applicable safety rules, regulations, and standards.
• Ability to comply with all agency policies and applicable laws.

Computer Skills

• Proficiency in the use of a computer and applicable software necessary to perform work assignments e.g., word processing, spreadsheets (Microsoft Office required).

Other Requirements

• Regular and punctual attendance at the workplace.

• Criminal Background Check.

Working Conditions

• Frequent use of personal computers, copiers, printers, and telephones.
• Frequent standing, walking, sitting, listening, and talking.
• Frequent work under stress.
• Frequent work as team member and/or in direct contact with others.
• Frequently work extended hours (e.g., nights, weekends, early mornings, etc.)
• Occasional bending and stooping.
• Infrequent lifting and climbing.