TWDB - 26-96: Administrative Assistant III-IV

• Must meet agency in-office requirements**
• Salary commensurate with experience and qualifications***
  
  

Salary Ranges

• Admin Assistant III - $2,978.25/month to $3,200.00/month***
• Admin Assistant IV - $3,248.00/month to $3,659.50/month***
  
  

TEXAS WATER DEVELOPMENT BOARD’S MISSION

Leading the state’s efforts in ensuring a secure water future for Texas.

WORKING AT THE TWDB

See why our work makes an impact !

Find out why the TWDB is a great place to work .

Make a positive difference for the state of Texas. We encourage you to apply for positions that match your qualifications.

Benefits

The Texas Water Development Board (TWDB) offers a 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 .

Please visit TWDB Career Page: http://www.twdb.texas.gov/jobs/ for more information.

MILITARY EMPLOYMENT PREFERENCE

Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of 42A Human Resources Specialist, PS Personnel Specialist, 3F5X1 Administration, or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.

Additional Military Crosswalk information can be accessed at https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

General Description

Performs complex (journey-level) to highly complex (senior-level) administrative support work. Work involves coordinating the distribution of information, explaining agency programs and procedures, managing communications, and maintaining filing systems, including accurately recording information. Updates and maintains documents, records, correspondence, or other material, and performs and coordinates administrative support work. Maintains contact and coordination with agency personnel, elected and appointed officials, and the public. Works under general to limited supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Manager of the Administrative Support Team.

Essential Job Functions

• Performs complex to highly complex administrative and operational support functions of a wide and complex nature in reference to scheduling and prioritizing meetings, coordinating, and preparing travel authorizations/expense reports within RWPD.
• Reviews financial assistance funding applications to ensure applications are administratively complete and meet the submittal requirement per Texas Water Development Board (TWDB) rules and procedures.
• Generates, prepares, and routes planning memos through the Microsoft Teams Environment following applicable procedures.
• Reviews and processes submittal requests submitted to RWPD via the intake process
• Processes contact update requests in reference to stakeholders.
• Ensures accuracy and timely responses as necessary for travel accommodations, expenditure requests, and facilitating Public Information Requests to ensure team members review/provide information.
• Prepares and distributes delegations of authority as needed to ensure a productive and well-functioning workplace.
• Receives, processes, facilitates, and disseminates information between the division and other business areas within the agency, the Board members, TWDB customers, and the public.
• Navigates through the agency database (TxWISE and STRM) to successfully attach documents, enter data, and access documents and/or reports.
• Prepares, proofs, formats, edits, and/or distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications to ensure accuracy and consistency of work across RWPD.
• Maintains and establishes records, filing systems, and logs.
• Opens, sorts, and distributes agency correspondence.
• Answers, screens, and routes incoming phone calls and/or messages to the appropriate staff and directs visitors to the appropriate location.
• Provides rotating coverage and support for the agency’s main telephone line.
• Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Enters and maintains accurate data entry and/or information in the agency database and CAPPS.
• 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.
• Maintain knowledge by attending professional and technical educational seminars, workshops, and mandatory training courses.
• May be required to operate a state or personal vehicle for business purposes.
• Performs other duties as assigned.
  
  

Qualifications

MINIMUM QUALIFICATIONS

• Graduation from a standard senior high school or equivalent.
• Work Experience:
• Administrative Assistant III: Two years of relevant work experience in administrative support.
• Administrative Assistant IV: Five years of relevant work experience in administrative support.
  

Preferred Qualifications

• Graduation from an accredited four-year college or university with a bachelor’s degree in Business Administration or a related field.
• Work Experience:
• Administrative Assistant III: Two years of experience providing administrative support to a financial, legal, engineering, or natural resources area.
• Administrative Assistant IV: Five years of experience providing administrative support to a financial, legal, engineering, or natural resources area.
• Previous work experience in State or Federal government.
• Experience in creating process documents, procedures, and work instructions with accuracy and consistency.
  

Knowledge, Skills, And Abilities (ksas)

• Knowledge of local, state, and federal laws and regulations relevant to the RWPD Division.
• 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, SharePoint, MS Teams, and Outlook.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in preparing and maintaining accurate records, reports, documents, and correspondence.
• Skills in communicating effectively in writing as appropriate for the needs of the audience.
• Skills in effectively communicating with others to convey information.
• Skills in actively looking for ways to help people.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• 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 all 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 shifts that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.
  
  

REMARKS

• A copy of required academic transcripts and/or licensures and driving record must be submitted at the time of hire. Failure to provide required documentation will result in no further consideration for employment.
• Important Notice: Otherwise qualified candidates who are ultimately considered for potential employment with the Texas Water Development Board may be the subject of a request for any criminal history record information maintained by the Texas Department of Public Safety (DPS). Evidence of a criminal conviction or other relevant information obtained from the DPS shall not automatically disqualify an individual from employment with the Texas Water Development Board.
  
  

APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS

• Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile.
  
  

REFERENCE CHECKS

• Reference checks will be conducted on top candidate for the position and may include outreach to current and/or former supervisors. Reference checks for top candidates currently employed by the TWDB will include outreach to current supervisors.
  
  

CONSENT OF CRIMINAL HISTORY CHECKS

• All interviewed candidates must complete the HR-101 - Consent to Obtain Criminal History Record Information and the GA-48 Consent form to obtain continuous criminal history and review forms once extended an offer to interview. The consent forms will be sent by Human Resources (HR) and retained with HR. Only candidates extended a conditional offer will have their criminal history checked in the Texas Department of Public Safety (DPS) system. Candidates who refuse to complete both consent forms will no longer be considered for the vacancy with the Texas Water Development Board. If adverse findings are found, candidates will be afforded 10 business days to provide a response prior to a final determination on hiring eligibility.
  
  

JOB LOCATION

• Candidate must be able to report to and work from the noted work location and comply with the agency’s Return to Office (RTO) requirements.
  
  

EQUAL OPPORTUNITY

• 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.
  
  

SELECTIVE SERVICE

• Males born on or after January 1, 1960, will be required to present proof of Selective Service registration on the first day of employment or proof of exemption from Selective Service registration requirement.
  
  

FINAL EMPLOYMENT OFFERS

• All offers of employment are contingent upon the candidate having legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded.
  
  

FOREIGN CREDENTIALS

• An evaluation of your coursework must be uploaded if you have obtained a degree(s) from a school outside of the United States; otherwise, you will not receive credit for degree progress and completion.
  
  

SPONSORSHIP

• Candidates must be eligible to work in the United States without requiring sponsorship.
  
  

STATE OF TEXAS APPLICATION

• Resumes will not be accepted in place of a completed State of Texas application unless indicated.
  
  

E-VERIFY

• TWDB participates in E-Verify! Information from each new employee’s Form I-9 will be provided to the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) to confirm work authorization.
  
  

EMPLOYMENT AT-WILL

• Employment with the Texas Water Development Board (TWDB) is on an at-will basis.
  
  

Americans With Disabilities Act

• The TWDB is in compliance with the Americans with Disabilities Act and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interviewprocess, to perform essential jobfunctions, and/or to receive other benefits of employment, please contact the Human Resources Division for assistance at (512) 475-2142. Deaf and hard of hearing applicants may contact our office via Relay Texas at 1-800-735-2989 (TTY/TDD).
  
  

HEADQUARTER LOCATION AND CONTACT INFORMATION

Texas Water Development Board

Stephen F. Austin Building

1700 North Congress Avenue

Austin, Texas 78701

hr@twdb.texas.gov

Phone: (512) 475-2142