Only candidates who apply via email to (HR “at” TWDB.texas.gov) with an official State of Texas Application or through the WorkInTexas.com website will be considered for this position. View this position and apply at https://tinyurl.com/yxco538g
We offer a 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 these benefits and more visit: http://www.twdb.texas.gov/jobs/benefits.asp
Job Description Summary
Performs complex (journey-level) professional assistance work for the director, managers, and staff of the Conservation and Innovative Water Technologies Division. Work involves coordinating high-level administrative operations of the division; disseminating information; maintaining filing systems; providing administrative support; and contacting and coordinating with intra- and inter-agency personnel, the general public, and elected and appointed officials. May train and supervise the work of others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Director of the Conservation & Innovative Water Technologies Division.
Essential Job Functions
- Oversees and assists division director and managers with all administrative matters, activities, and operations in the Conservation and Innovative Water Technologies Division.
- Assists with development of administrative procedures, standards, and methods for creation, maintenance and retention of physical and electronic files and records.
- Develops, prepares, types, formats, edits, tracks, and distributes a variety of routine and complex communications, reports, memoranda, forms, and publications for the department; may determine the format and content of written communications.
- Receives, processes, facilitates, and disseminates information among the division and between the division and other agency offices, divisions, departments, legislators, Board members, and the general public; ensures timely responses as necessary.
- Schedules and coordinates meetings, appointments, and special events; reserves meeting sites; contacts and confirms appointments and meetings; prints necessary documents or agenda; attends meetings and takes minutes as necessary.
- Prepares and processes agency documents such as expenditure requisitions, travel vouchers, travel authorizations, and vehicle request forms.
- Coordinates and processes travel arrangements including airline, hotel, and vehicle reservations.
- Answers, screens, and routes incoming phone calls; takes messages and refers calls to appropriate staff.
- Maintains, and updates electronic files, documents, and spreadsheets.
- Process mail daily, order supplies, and coordinate office equipment repairs.
- Participates in the administrative team of the Water Science and Conservation Office and must attend meetings and help with activities.
- Provides administrative back-up support for the Deputy Executive Administrator and Assistant Deputy Executive Administrator and to other areas of the agency when necessary.
- 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.
- Graduation from an accredited four-year college or university with major course work in Public or Business Administration, English, Science, or a related field.
- One to two years of progressive experience in office management or administrative support.
- Relevant education and experience may be substituted on a year-for-year basis.
- Previous work experience with a government organization, preferably a State of Texas agency.
- Practical experience editing, formatting, and merging documents.
Knowledge, Skills, and Abilities (KSAs)
- Knowledge of local, state, and federal laws and regulations relevant to Conservation and Innovative Water Technologies Division; and of the principles and practices of public administration.
- Knowledge of complex office practices and administrative procedures, including document editing, report writing, records management, and telephone techniques
- Skills in using Microsoft Office programs such as Word, Excel, Access, PowerPoint, and Teams.
- Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
- Skills in preparing, routing, tracking, and maintaining accurate communications including records, reports, documents, and correspondence.
- Skills in meeting and managing deadlines.
- Ability to balance and successfully complete a heavy workload with numerous deadlines in a timely manner.
- Ability to establish and maintain effective working relationships with a variety of individuals including executives, directors, managers, staff, and/or the general public.
- Ability to coordinate meetings, travel, special events, and make appointments.
- Ability to take and transcribe meeting notes.
- Ability to maintain confidential and sensitive information.
- 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 with no physical limitations or aids 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 driver’s license and driving record that complies with state and agency requirements.
- Ability to workdays that may exceed 8 hours, including early mornings, nights, and weekends.
- Ability to train others.