24-133 - Administrative Assistant III

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Job description

Texas Water Development Boards Mission - Leading the states efforts in ensuring a secure water future for Texas. 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 our employee benefits and more, visit . 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. Salary commensurate with experience and qualifications Position requires in-office Tuesday through Thursday; 8 am-5 pm coverage. Job Description Summary Performs complex (journey-level) administrative support. Work is divided between serving as a primary agency receptionist to greet visitors and answer agency main phone line, and providing a variety of administrative assistance to the Executive office. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Assistant Executive Administrator of the agency. Position requires in-office Tuesday through Thursday; 8 am-5 pm coverage. Essential Job Functions Answers the agency main phone line, transfers callers and takes detailed messages from 8 a.m.-5 p.m. Provides callers with general agency information and transfers callers to the appropriate division/office or employee. Updates various phone greetings for agency main phone line. Receives, processes and distributes mail for Executive Office and Board. Maintains/manages correspondence records. Maintains signature log for executive office, as needed. Manages outlook calendar for administrative assistants and agency meeting rooms. Reserves meeting rooms through Texas Facilities Commission for Board meetings and other agency meetings. Provides administrative support to divisions/offices such as coordinate travel arrangements, prepare various travel documents, and assist with filing/scanning. Provides back up assistance in preparing documents for board meetings. May assist in updating internal web pages for Executive Office. Coordinates, compiles and distributes weekly activity reports, as needed. Maintains confidential and sensitive information. Ensures individual and office files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agencys 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 a standard senior high school or equivalent. Two years of relevant work experience in administrative support. In office presence at the work location, three days a week (generally Tuesday through Thursday). Preferred Qualifications Graduation with an associate's degree with major coursework in Business Administration or a related field. Two years of state of Texas experience in administrative support. Experience working with TWDB. Experience in state of Texas travel regulations and procedures. Knowledge, Skills, and Abilities (KSAs) Knowledge of local, state, and federal laws and regulations relevant to the Texas Water Development Board and the Executive Office. Knowledge 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 operating computers, software applications and peripheral devices. Skills in using Microsoft Office programs such as Word, Excel, and Access. Skills in use of internet, email, word processing, spreadsheet, presentation, and database software. Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines. Skills in actively looking for ways to assist staff. 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 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 to operate a vehicle (state or personal) for state business and maintain a drivers 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.

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