TWDB - 25-89: Executive Assistant IV

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) offers 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.

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. 

***Position requires an in-office presence of 5 days per week, if necessary***

Job Description Summary

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, elected 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.
• 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 session 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.
• 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.
• 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 major course work in Public or Business Administration, or a related field.
• Seven or more years of progressive experience in providing high-level professional assistance work to an executive, legislator, commission, or board.
• Experience preparing correspondence and/or reports for an executive.
• Experience with making travel arrangements and reimbursements.
• Experience planning, scheduling, and coordinating meetings and appointments for or with executives.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

Preferred Qualifications

• Experience preparing correspondence and/or reports for a legislative office, executive, commission, or board.
• Experience planning, scheduling, and coordinating meetings and appointments for or with elected officials or board members.
• Experience working with the Texas Legislature or Texas state agencies (internally or externally).
• Experience with budgets and purchasing.
• Experience writing policies and/or procedures.

Knowledge, Skills, and Abilities

• Knowledge of local, state, and federal laws and regulations relevant to the Board; and 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 work 5 days a week in office, if necessary.
• 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 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 work days that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.
• Ability to oversee and to supervise the work of 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