Executive Assistant II

Job Posting:         

#00008609

Opened:               

12/30/19

Closes:  

01/14/20

Position Title:      

Executive Assistant II

Class/Group:

0162/B19

Military Occupation Specialty Code:  

Navy-9930, 001802; Air Force-9C100

FLSA:     

Non-Exempt

Number of Vacancies:

1

Division/Section:

Deputy Executive Director

Salary Range:

$3,518.67 - $5,000.00/ monthly

Duration:

Regular

Hours Worked Weekly:     

40

Shift:     

Days

Travel:   

None

Agency Address: 

300 W. 15th Street, Austin Tx 78701

Web site:

www.dir.texas.gov

Refer Inquiries to:              

Human Resources

Telephone:

(512) 463-5920 or (512) 475-4612

HOW TO APPLY:

• Select “Apply Online” to apply for the job at https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en
• You must create a CAPPS Career Section candidate profile or be logged in to apply
• Update your profile and apply for the job by navigating through the pages and steps
• Once ready, select “Submit” on the “Review and Submit” page.

Applicants must provide in depth information in the EXPERIENCE & CREDENTIALS section to demonstrate how they meet the position qualifications. Incomplete applications may result in disqualification.

Resumes may be uploaded as an attachment but are not accepted in lieu of the information required in the EXPERIENCE & CREDENTIALS section of the application. 

Interview Place/Time:

Candidates will be notified for appointments as determined by the selection committee.

Notice:

Section 651.005 of the Government Code requires males, ages 18 through 25 years, to provide proof of their Selective Service registration or proof of their exemption from the requirement as a condition of state employment.

EQUAL OPPORTUNITY EMPLOYER

The Department of Information Resources does not exclude anyone from consideration for recruitment, selection, appointment, training, promotion, retention, or any other personnel action, or deny any benefits or participation in programs or activities, which it sponsors on the grounds of race, color, national origin, sex, religion, age or disability.  Please call 512-463-5920 to request reasonable accommodations.

THE OPPORTUNITY

The Texas Department of Information Resources serves a wide spectrum of customers by providing technology leadership, solutions, and value to State of Texas government agencies, higher education, and local government entities of all sizes to facilitate the fulfillment of their core missions and by leveraging bulk buying power that enables eligible customers to buy IT products and services at aggressive discounts without the need for a lengthy procurement process. DIR is a fast-paced and collaborative environment with highly motivated and engaged employees dedicated to achieving the best value for the state.

The person in this role will perform advanced (senior-level) professional executive administrative assistance supporting the efforts of the Deputy Executive Director. Work involves performing complex and routine tasks for the Deputy Executive Director and other executive staff as assigned. Handles correspondence and other documents. Maintains filing and tracking systems. Provides support for the division and agency meetings. The position requires frequent contact with agency employees and the general public. Reports to the Deputy Executive Director. Works under limited supervision with considerable latitude for the use of independent judgment.

WHAT WE DO

The ideal candidate will have the ability to highlight their strengths in the following functions:

  • Provides administrative support to the Deputy Executive Director, Chief Information Security Office (CISO), Chief Technology Office (CTO), Chief Financial Office and Information Technology Services divisions; provides direction on administrative policies and procedures assists in the planning of reports, manuals and publications; Assists with reviewing/distributing mail and screening/routing phone calls

  • Prepares travel authorization forms/requests and reimbursement requests, makes hotel reservations; does quality check on travel vouchers before submitting for approval e.g. mileage guidelines, meal allowance, state approved hotels, etc.

  • Prepares and enters requisitions in CAPPS for equipment, supplies, licenses, training, etc.

  • Coordinates calendar meetings; includes preparing and assembling documents, setting up conference bridge calls, scheduling conference rooms and maintain supporting documentation to reference meetings; schedules and prioritize appointments, meetings, interviews and other pending matters; includes establishing tracking files and an updated calendar of events

  • Develops correspondence, memoranda and other documents; includes creating mail merges proofreading administrative and legal documents; Develops and maintains spreadsheets, statistical reports, charts, lists and forms as needed

  • Establishes and maintains filing systems; includes general administrative files of Deputy Executive Director, CISO, CTO and ITS Division files; includes archiving files in accordance with the agency’s retention schedule

  • Provides back-up support to the Executive Assistant of the Executive Director, and phone coverage for the agency reception desk as necessary

OTHER FUNCTIONS

  • Provides administrative support to other Division functions or staff as required, and provides support for the division directors when necessary
  • Assists with administrative support tasks such as large-volume mailings, receiving incoming materials, filing, etc.
  • Attends and summarizes meetings when necessary; including agency board meetings.

EDUCATION:

  • Graduation from high school or equivalent

EXPERIENCE REQUIRED:

  • Minimum of five years of progressively responsible experience performing advanced administrative-level work, at least two (2) of which included administrative or executive-level support to executive, upper management, or project management staff.

EXPERIENCE PREFERRED:

  • State of Texas administrative support experience.

KNOWLEDGE, SKILLS AND ABILITIES:

  • Working knowledge of modern office practices, procedures, communications and equipment
  • Knowledge of State of Texas procedures, methods, principles and practices
  • Familiarity with terms and concepts of information technology
  • Skill in preparing and editing written documents includes experience in business correspondence formatting use of proper grammar, spelling and punctuation
  • Ability to be self-motivated and multi-task; includes anticipating the needs of supervisor and departmental staff
  • Ability to understand, follow, and convey brief oral and/or written instructions
  • Ability to effectively interpret policies, procedures and regulations
  • Ability to work on concurrent tasks while effectively organizing, prioritizing, and coordinating work assignments and projects.
  • Ability to produce a high degree of accuracy in work
  • Ability to communicate effectively both verbally and in writing; in a clear and concise manner
  • Ability to work independently and as part of a team, and to support and contribute to a cohesive team environment
  • Ability to establish and maintain effective and cordial working relationships at all organizational levels, including agency management, direct supervisors, co-workers, internal and external customers
  • Ability to exercise tact and diplomacy internally and externally
  • Ability to work a flexible schedule to meet required deadlines
  • Ability to work overtime as needed
  • Ability to work under pressure and exacting schedules to complete assigned tasks
  • Ability to comply with all applicable safety rules, regulations and standards
  • Ability to comply with all agency policies and applicable laws

COMPUTER SKILLS:

  • Highly proficient in the use of a personal computer and applicable software necessary to perform work assignments e.g. Microsoft Word, Excel, PowerPoint, Outlook preferred.

OTHER REQUIREMENTS: 

  • Regular and punctual attendance
  • Criminal background check

WORKING CONDITIONS

  • Frequent use of telephone, personal computer, copiers and printers

  • Frequent work under stress, as a team member, and in direct contact with others

  • Frequent standing, walking, sitting, listening, and talking

  • Frequent direct contact with others

  • Occasional bending, stooping, lifting and climbing