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/yz7nrrmx
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 administrative work for the director, managers, and staff of the Surface Water Division within the Office of Water Science and Conservation. Work involves maintaining strong multi-tasking, communication, collaboration, and organizational skills to ensure administrative support of the five program areas in the division (Coastal Science, River Science, Water Availability, Hydrographic Survey, and TexMesonet) and exercising sound judgement and attention to confidential matters requiring discretion. Duties include the preparing, reviewing, tracking, and filing of administrative forms, correspondence, procedural documents, and technical reports; scheduling meetings; disseminating information to and from the division, including with the general public and stakeholders; and serving as the records management liaison for the division. Duties also include assisting the administrative team of the Office of Water Science and Conservation. May train and supervise the work of others. Works under general supervision, with moderate latitude for the use of initiative and independent judgement. Reports to the Director of the Surface Water Division.
Essential Job Functions
- Oversees and assists the director, managers, and staff with all administrative activities and operations in the Surface Water Division.
- Schedules, coordinates, and prioritizes meetings and appointments; confirms and attends meetings as necessary.
- Prepares, reviews, processes, and/or tracks agency documents, such as internal memos and reports, timesheets, personnel documents, expenditure requests, travel authorizations and vouchers, vehicle request forms, etc.
- Provides assistance to stakeholders, contractors, and consultants.
- Disseminates information within the division and with other departments, legislators, Board members, and the general public; ensures timely responses as necessary.
- Assists with preparation and monitoring of performance measures, contracts, and program budgets.
- Processes mail, orders supplies, and coordinates office equipment repairs.
- Answers and routes incoming phone calls; takes messages and refers calls to appropriate staff.
- Updates and maintains staff calendars.
- Assists with development of administrative procedures for the division and adherence to agency policies and procedures.
- Participates in professional development activities by setting and pursuing training goals.
- Assists the administrative team of the Office of Water Science and Conservation with meetings and activities.
- Provides administrative back-up support for the Deputy Executive Administrator and Assistant Deputy Executive Administrator of Water Science and Conservation 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 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.
- 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 professional experience providing administrative support in an office or laboratory setting.
- Relevant education and experience may be substituted on a year-for-year basis.
- Practical experience proofreading & preparing documents and scheduling meetings; strong communication skills.
- Practical experience organizing and tracking documents; strong organizational skills.
- Practical experience using Microsoft Office programs, such as Word, Excel, PowerPoint, and Teams; strong technology skills.
- Work experience in a government organization, preferably a State of Texas agency.
- Work experience in a scientific, engineering, or technical organization.
Knowledge, Skills, and Abilities (KSAs)
- Knowledge of local, state, and federal laws and regulations relevant to the Surface Water Division and of the principles and practices of public administration.
- Knowledge of office practices and administrative procedures, including document editing, records management, and telephone techniques.
- Knowledge of proper document construction, grammar, punctuation, and editorial techniques.
- Skills in using Microsoft Office programs, such as Word, Excel, PowerPoint, and Teams, and other collaboration software.
- Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
- Skills in preparing, proofreading, routing, tracking, and maintaining accurate communications, including records, reports, documents, and correspondence.
- 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 independently and as a member of a team, to accept assignments from multiple authorities.
- 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 drivers license and driving record that complies with state and agency requirements.
- Ability and willingness to travel up to 5% of the time, primarily within the State of Texas.
- Ability to work days that may occasionally exceed 8 hours, including early mornings, nights, and weekends.
- Ability to train others.
- Ability to handle high-level administrative issues, to analyze and solve work-related problems.
- Ability to apply initiative and decision-making in a professional capacity.
- Ability to work in a deadline-oriented environment, managing multiple tasks yet maintaining regular progress on assignments in order to meet deadlines.
- Ability to coordinate meetings, travel, special events, and make appointments.
- Ability to take and transcribe meeting notes.
- 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 maintain confidential and sensitive information.