Executive Assistant II

Job Title
Executive Assistant II
Job Number
00043294

Job Posting:

#00043294

Opened:

06/27/2024

Closes:

07/11/2024

Position Title:

Executive Assistant II

Class/Group:

0162/B19

Military Occupation Specialty Code:

Marine Corps 0111; Air Force 3F5X1

Fair Labor Standards Act Status:

Non-Exempt

Number of Vacancies:

1

Division/Section:

Chief Financial Office

Salary Range:

$4833.33 - $5,250.00 / monthly

Duration:

Regular

Hours Worked Weekly:

40

Work Schedule:

This position may be eligible for flexible work hours and/or a hybrid work schedule if certain program guidelines are met; working arrangements may change at any time at the sole discretion of the agency.

Travel:

None

Work Location:

300 West 15th Street, #1300 / Austin, Texas 78701

Web site:

https://dir.texas.gov/

Refer Inquiries to:

People and Culture Office

Telephone:

(512) 475-4721 or (512) 463-5920 

How To Apply:

Special Instructions:

  • 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.

Selective Service Registration:

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.

H-1B Visa Sponsorship:

We are unable to sponsor or take over sponsorship of an employment Visa at this time.

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 accommodation.

What We Do

We are a technology agency powered by people.

DIR offers secure, modern, and cost-effective technology to help government entities in Texas serve their constituents. 

DIR is a fast-paced and collaborative environment with highly motivated, innovative, and engaged employees dedicated to achieving the best value for the state. We have over 250 professionals working at DIR who are honored to serve as the cornerstone of public sector technology in Texas. By joining DIR, you will be an integral part of transforming how technology serves Texans.

Position Summary

The person in this role will perform advanced (senior-level) professional executive administrative assistance supporting the efforts of the executive leadership and their staff. Work involves performing complex and routine tasks for executive staff as assigned. Drafts correspondence and handles other documents. Enters requisitions for the Chief Financial Office and Chief Procurement Office. The position requires frequent contact with agency employees and the general public. Reports to the Chief Financial Officer. Works under limited supervision with considerable latitude for the use of independent judgment.

  • Provides administrative support to executive leadership and their respective divisions; handles confidential information and answers complex, department specific questions when necessary; provides direction on administrative policies and procedures, assists in the planning of reports, manuals, and publications.
  • Coordinates calendar meetings, prepares and assembles documents, coordinates virtual meetings, schedules conference rooms, and maintains supporting documentation to reference meetings; schedules and prioritize appointments, meetings, interviews, and other pending matters; includes establishing electronic files, and an updated calendar of events.
  • Prepares and enters requisitions in the Centralized Accounting and Payroll/Personnel System (CAPPS) for equipment, supplies, licenses, etc.
  • Prepares travel authorization forms/requests and reimbursement requests, makes hotel reservations, and coordinates travel logistics for conferences, agency events, etc.; does quality check on travel vouchers before submitting for approval e.g., mileage guidelines, meal allowance, state approved hotels, etc.
  • 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.
  • Provides back-up support to the Executive Assistant of the Executive Director, and phone coverage for the agency reception desk as necessary; Provides administrative support to other Division functions or staff and provides support for the division directors, as required.
  • Establishes and maintains electronic and physical filing systems; includes archiving files in accordance with the agency’s retention schedule.
  • Performs other work-related duties as assigned.

Education

  • Graduation from high school or equivalent certificate. 

Experience and Training Required

  • A 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 and Training Preferred

  •  Experience providing administrative support in a State of Texas agency. 

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 effectively interpret policies, procedures, and regulations. 
  • Ability to be self-motivated, and 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 exercise tact and diplomacy internally and externally.
  • 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 understand, follow and convey brief oral and/or written instructions.
  • Ability to communicate 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 work under pressure and exacting schedules to complete assigned tasks.
  • Ability to work a flexible schedule to meet required deadlines.
  • Ability to work overtime as needed.
  • Ability to comply with all agency policy and applicable laws.
  • Ability to comply with all applicable safety rules, regulations, and standards.

Computer Skills

  • Highly proficient in the use of a computer and applicable software necessary to perform work assignments e.g., word processing, spreadsheets, presentations, online meeting software (Microsoft Office preferred).

Other Requirements

  • Regular and punctual attendance at the workplace.
  • Criminal background check.

Working Conditions

  • Frequent use of computers, copiers, printers, and telephones.
  • Frequent standing, walking, sitting, listening, and talking.
  • Frequent work under stress, as a team member, and in direct contact with others.
  • Occasional bending, stooping, lifting, and climbing.

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