TWDB - 25-24 - Surface Water Executive Assistant (Executive Assistant I)

The mission of the Texas Water Development Board (TWDB) is to lead the state's efforts in ensuring a secure water future for Texas and its citizens. Our mission is a vital part of Texas' overall vision and the state's mission and goals that relate to maintaining the viability of the state's natural resources, health, and economic development.

To accomplish our goals of planning for the state's water resources and providing affordable water and wastewater services, the TWDB provides water planning, data collection and dissemination, financial assistance, and technical assistance services to the citizens of Texas. The tremendous population growth that the state continues to experience and the recurrent threat of severe drought only intensify the need for the TWDB to accomplish its goals in an effective and efficient manner.

Only applicants who apply with a State of Texas application via the CAPPS online application system will be considered for this position. First time applicants will need to create an account https://tinyurl.com/CAPPS-Login in the CAPPS online application system at https://tinyurl.com/CAPPS-Jobs. Please visit our job opportunities page at https://tinyurl.com/How-to-Apply-in-CAPPS for more information about the Texas Water Development Board and answers to frequently asked questions. To view this position in greater detail, visit the CAPPS online application system. 

Texas Water Development Board’s Mission - Leading the state’s 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 http://www.twdb.texas.gov/jobs/benefits.asp.
 
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***

GENERAL JOB DESCRIPTION

Performs complex (journey-level) professional administrative work assisting executives, managers, and staff in 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, Hydrographic Survey, Water Availability, and TexMesonet). Exercises sound judgement and discretion with confidential matters. Prepares, reviews, tracks, and files administrative forms, correspondence, procedural documents, and technical reports. Schedules meetings, disseminates information to and from the division, including with the general public and stakeholders, and serves as the records management liaison for the division. Assists the administrative team supporting the Office of Water Science and Conservation, and maintains professional and effective working relationships with agency staff and individuals served by the division. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Assistant Director of the Surface Water Division.

ESSENTIAL JOB FUNCTIONS

• Works standard business hours, such as 8:00AM - 5:00 PM, Monday through Friday, with a minimum of two days onsite/in office and with the ability to be flexible as necessary.
• Oversees and assists with assigned administrative activities and operations in the Surface Water Division, including the coordination, preparation, and monitoring of division assignments and activities.
• Prepares, reviews, processes, and tracks division work products, such as memos, reports, personnel documents, expenditure requisitions, travel authorizations and reimbursements, vehicle request forms, etc.
• Schedules, coordinates and, prioritizes meetings and appointments.
• Reserves meeting sites.
• Confirms and attends meetings as necessary.
• Updates and maintains staff electronic/web calendars.
• Assists with the development of administrative procedures for the division and adherence to agency policies and procedures.
• Provides assistance to stakeholders, customers, contractors, and consultants.
• Answers and routes incoming phone calls
• Takes messages and refers calls to appropriate staff.
• Coordinates and processes travel arrangements including airline, hotel, and vehicle reservations.
• Processes postal mail, orders supplies, and ensures office space and equipment are maintained for use.
• Disseminates information within the division and with other departments, legislators, Board members, and the general public.
• Ensures timely responses as necessary.
• 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 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 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 Public or Business Administration, English, Science, or a related field.
• Two years of relevant work experience providing administrative support in an office or laboratory setting.
• Practical experience using Microsoft Office programs, such as Word, Excel, SharePoint, and Teams, and virtual meeting software.
• Relevant education and experience may be substituted for each other on a year-for-year basis. 

PREFERRED QUALIFICATIONS

• Practical experience proofreading and preparing documents, scheduling meetings, and strong written and verbal communication skills.
• Practical experience organizing and tracking work products, and strong organizational skills.
• Work experience using the Centralized Accounting and Payroll/Personnel System (CAPPS) for State of Texas agencies.
• 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 Surface Water Division. 
• Knowledge of the principles and practices of public administration.
• Knowledge of administrative practices and procedures.
• 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 using the Texas Centralized Accounting and Payroll/Personnel System (CAPPS) for timekeeping, requisitions (expenditure requests), travel, etc.
• Skills in providing direct services or information requested by Directors and Executive Management.
• Skills in multi-tasking and prioritizing work tasks amidst deadlines, frequent interruptions, and changing priorities.
• Skills in coordinating logistical arrangements, such as meetings, travel, special events, and appointments.
• Skills in exercising initiative and effective decision-making to resolve high-level administrative issues.
• Skills in taking and transcribing meeting notes.
• Skills in preparing, reviewing, routing, tracking, and/or maintaining records of division work products.
• Ability to communicate information clearly and concisely both verbally and in writing.
• Ability to be dependable, trustworthy, resourceful, flexible, and responsible for personal actions.
• Ability to accept assignments from multiple authorities.
• Ability to work on site/in office, at least two days a week.
• 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 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 days that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.

All interested candidates should apply with a State of Texas application via the CAPPS online application system. First time applicants will need to create an account https://tinyurl.com/CAPPS-Login in the CAPPS online application system https://tinyurl.com/CAPPS-Jobs. Please visit our job opportunities page https://tinyurl.com/How-to-Apply-in-CAPPS for more information about the Texas Water Development Board and answers to frequently asked questions. To view this position in greater detail, visit the CAPPS online application system.

Texas Water Development Board, Stephen F. Austin Building

1700 North Congress Ave., Room 670, Austin, Texas 78701

Please contact Human Resources for accommodation requests.

Phone: (512) 475-2142

Email: HR(AT)twdb.texas.gov