Executive Assistant II
Military Occupation Specialty Code:
Navy-9930, 001802; Air Force-9C100
Number of Vacancies:
Deputy Executive Director
$3,518.67 - $5,000.00/ monthly
Hours Worked Weekly:
300 W. 15th Street, Austin Tx 78701
Refer Inquiries to:
(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.
Candidates will be notified for appointments as determined by the selection committee.
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 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
Assists with administrative support tasks such as large-volume mailings, receiving incoming materials, filing, etc.
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.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of State of Texas procedures, methods, principles and practices
- 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
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.
- Regular and punctual attendance
- Criminal background check
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