TWDB - 26-14: Executive Assistant IV

• Position requires an in-office presence of 5 days per week, if necessary**
• *To be considered for this position, applicants must provide 2 writing samples. Upload your 2 writing samples with your application submission. Applications without writing samples will not be considered.***

Texas Water Development Board’S Mission

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

Working At The Twdb

See why our work makes an impact!

Find out why the TWDB is a great place to work.

Make a positive difference for the state of Texas. We encourage you to apply for positions that match your qualifications.

The Texas Water Development Board (TWDB) offers a competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work alternatives 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.

Please visit TWDB Career Page: http://www.twdb.texas.gov/jobs/ for more information.

Military Employment Preference

Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of SEI15 Enterprise Policy, Planning, Budget, and Management, 0203 Ground Intelligence Officer, 8U000 Unit Deployment Manager, or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.

Additional Military Crosswalk information can be accessed at  

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

General Description

Performs highly advanced (executive-level) professional assistance work for a full-time, Governor-appointed Board Member and their Chief of Staff in a dynamic, fast-moving work environment. Manages written and verbal communication between the Board, agency employees, public officials, external stakeholders, and public and private sector entities. Coordinates and oversees a variety of management and executive-level administrative activities. Coordinates and tracks executive assignments and activities, makes travel arrangements, schedules meetings, answers calls, responds to inquiries, and works on various assignments. May train others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment with an emphasis on completing tasks proactively, accurately, and professionally. Reports to the Board Member.

Essential Job Functions

• Acts proactively to provide comprehensive and timely executive-level administrative and technical assistance.
• Maintains Board Member’s daily calendar. Accurately schedules, coordinates, and prioritizes internal and external appointments and meetings.
• Responds to internal and external customer calls and inquiries regarding agency matters. Ensures timely, thorough, and professional handling.
• Professionally coordinates communication between the Board Offices and Executive Administrator’s Office and the offices of elected officials, business industry leaders, and other stakeholders.
• Coordinates with other Board Offices, Executive Office, and other agency offices to schedule meetings and maintain calendars, including managing transition periods.
• Proactively follows up with Board Member and Chief of Staff on schedule changes.
• Coordinates Board Member speaking requests with other Board Offices.
• Coordinates with General Counsel and Executive Offices on board meeting and work session schedules and materials needed.
• Prepares and assists with various administrative assignments and/or activities.
• Composes and prepares emails, correspondence, memos, reports, and other documents using Microsoft Office products.
• Prepares work sessions and board materials.
• Makes all travel arrangements including developing and scheduling accurate and comprehensive travel-related agendas, arrangements, and itineraries for the Board Member and Chief of Staff.
• Timely prepares and submits travel vouchers for reimbursement.
• Ensures accurate and timely submission of monthly timesheets. Reviews time sheets for accuracy and completion.
• Accurately drafts, reviews and/or finalizes correspondence.    
• May prepare and revise administrative policies, procedures, standards, and methods, and provide guidance and interpretation on administrative policies and procedures.
• May arrange and participate in Board Member meetings and conferences and serve as scribe during various meetings or workshops as needed.
• Assists in budget preparation and management, including the preparation of expenditure requests for the purchase of supplies, equipment, staff travel, and other purchases and services.
• Plans and coordinates special projects as assigned.
• 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 with a bachelor's degree in English, Public or Business Administration, or a related field.
• Seven or more years of progressive work experience in providing high-level professional assistance work to an executive, legislator, commission, public official, or board.
• Experience preparing correspondence and/or reports for an executive, legislator, commission, public official, or board.
• Experience planning, scheduling, and coordinating meetings and appointments for or with executives, legislators, commissions, public officials, or boards.
• Experience with making travel arrangements and reimbursements.
• Submission of two (2) writing samples with the SOT application.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

Preferred Qualifications

• Experience working with the Texas Legislature or Texas state agencies (internally or externally).
• Experience performing research for consideration and preparation by an executive, legislator, commission, public official, or board.
• Experience communicating agency interactions and priorities between executive agency boards, stakeholders, and state leadership.
• Experience tracking, analyzing, and presenting legislative information.
• Experience in policy analysis.
• Experience with budgets, purchasing and/or financial reporting.
• Experience developing and implementing policies and/or procedures.
• Experience working with public or private sector stakeholder or advocacy organizations.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant to the Board.
• Knowledge of the principles and practices of public administration.
• Knowledge of office management principles, practices, and standard administrative procedures.
• Knowledge of rules relating to confidential information and open records.
• Knowledge of state travel rules and regulations.
• Knowledge of state government policies, procedures, and legislative processes.
• Knowledge of budget management and processes.
• Skills in time management and planning, prioritizing, and organizing workload to meet deadlines.
• Skills in the use of Microsoft Office programs such as Outlook, Teams, Word, PowerPoint, and Excel.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in critically evaluating issues and proactively seeking solutions.
• Skills in recording meeting minutes and identifying items for follow-up action.
• Skills in the use of standard office equipment.
• Skills in preparing and maintaining accurate records, reports, and documents.
• Skills in providing excellent customer service, both internally and externally.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• Ability to work 5 days a week in office.
• Ability to handle dynamic, fast-moving work environment while managing multiple critical tasks.
• Ability to manage interactions and maintain relationships with a wide range of stakeholders around the state.
• Ability to work effectively with agency executives.
• Ability to direct and organize activities.
• 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 analyze and solve complex work problems independently.
• Ability to prepare complex correspondence, proofread, and edit.
• Ability to communicate effectively and courteously with legislators, department staff, and the general public.
• Ability to plan and schedule meetings and make travel arrangements.
• Ability to work and cooperate with others in a team environment.
• 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.
• Ability to perform assigned duties and improve work habits and/or output.
• 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.
• 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 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 shifts that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.

Remarks

• A copy of required academic transcripts and/or licensures and driving record must be submitted at the time of hire. Failure to provide required documentation will result in no further consideration for employment.
• Important Notice: Otherwise qualified candidates who are ultimately considered for potential employment with the Texas Water Development Board may be the subject of a request for any criminal history record information maintained by the Texas Department of Public Safety (DPS). Evidence of a criminal conviction or other relevant information obtained from the DPS shall not automatically disqualify an individual from employment with the Texas Water Development Board.

APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS

• Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile.

Equal Opportunity

• 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.

Selective Service

• Males born on or after January 1, 1960, will be required to present proof of Selective Service registration on the first day of employment or proof of exemption from Selective Service registration requirement.

Final Employment Offers

• All offers of employment are contingent upon the candidate having legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded.

Foreign Credentials

• An evaluation of your coursework must be uploaded if you have obtained a degree(s) from a school outside of the United States; otherwise, you will not receive credit for degree progress and completion.

Sponsorship

• Candidates must be eligible to work in the United States without requiring sponsorship.

State Of Texas Application

• Resumes will not be accepted in place of a completed State of Texas application unless indicated.

E-Verify

• TWDB participates in E-Verify!  Information from each new employee’s Form I-9 will be provided to the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) to confirm work authorization.

Employment At-Will

• Employment with the Texas Water Development Board (TWDB) is on an at- will basis.

Americans With Disabilities Act

• The TWDB is in compliance with the Americans with Disabilities Act and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits of employment, please contact the Human Resources Division for assistance at (512) 475-2142. Deaf and hard of hearing applicants may contact our office via Relay Texas at 1-800-735-2989 (TTY/TDD).

Headquarter Location And Contact Information

• Texas Water Development Board
• Stephen F. Austin Building
• 1700 North Congress Avenue
• Austin, Texas 78701
• hr@twdb.texas.gov
• Phone: (512) 475-2142