Job Description

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) endorses telecommuting and hybrid workplace plans, in addition to other flexible work alternatives. We offer competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work hours so you can have a work/life balance! For more information about our employee 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.

Job Description Summary

Performs complex (journey-level) professional administrative work for the Assistant Deputy Executive Administrator (ADEA) of the Office of Water Science and Conservation. Work involves coordinating and supporting general administrative operations for the office. Maintains strong multi-tasking, communication, collaboration, and organizational skills to ensure administrative support for ADEA and office staff. Exercises sound judgement and uses discretion with confidential matters. Prepares, reviews, tracks, and files administrative forms, correspondence, procedural documents, and technical reports. Schedules meetings, disseminates information to and from the office, including with the public, elected and appointed officials, and stakeholders, and assists with records management. Assists the Water Science and Conservation administrative team. May train and oversee the work of others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Assistant Deputy Executive Administrator (ADEA) of the Office of Water Science and Conservation, with general direction regarding administrative tasks also provided by WSC Executive Assistant Team Lead.

_ Essential Job Functions_

• Oversees and assists the Assistant Deputy Executive Administrator and staff with all administrative activities and operations.
• Receives, processes, facilitates, and disseminates information within WSC and with other agency departments, legislators, Board members, and the general public; ensures timely responses in all instances.
• Serves as a liaison between WSC and other offices of the agency, including through support of the State Employee Charitable Campaign, the Board Employee Engagement Team, and agency newsletter communications.
• Coordinates cross-division efforts for WSC, including maintenance of the office’s SharePoint site, staffing updates, maintaining, and organizing copy rooms and supplies, and supporting office event planning.
• Prepares, reviews, processes, and/or tracks agency documents, such as internal memos and reports, timesheets, personnel documents, expenditure requisitions, travel authorizations and vouchers, vehicle request forms, etc.
• Reviews documents for adherence to agency policies and standards.
• Assists the ADEA with general human resource management actions.
• Coordinates and processes travel arrangements including airline, hotel, and vehicle reservations.
• Schedules and coordinates meetings, appointments, and special events, reserves meeting sites, contacts and confirms appointments and meetings, prints necessary documents or agenda, attends meetings, and takes minutes, as necessary.
• Monitors staff calendars and updates office/agency calendars, as necessary.
• Develops, maintains, and updates databases, electronic files, documents, and spreadsheets for record keeping and process tracking.
• Processes mail, orders supplies, and coordinates office equipment orders and repairs.
• Answers and routes incoming phone calls, takes messages and refers calls to appropriate staff.
• Assists with answering the main phone line of the agency for eight hours per month or as needed.
• Participates in professional development activities by setting and pursuing training goals.
• Works 8:00 AM to 5:00 PM, Monday through Friday, with the ability to be flexible, as necessary.
• Maintains confidential and sensitive information.
• Ensures individual, team, and office 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.

Qualifications

_ Minimum Qualifications_

• Graduation from an accredited four-year college or university with major course work in Public or Business Administration, English, Science, or a related field.
• Two years of professional experience providing administrative support in an office or laboratory setting.
• Experience using Microsoft Office programs, such as Word, Excel, SharePoint, and Teams.
• Relevant education and experience may be substituted on a year-for-year basis.

** Preferred Qualifications**

• Experience proofreading & preparing documents and scheduling meetings, strong communication skills.
• Experience organizing and tracking documents, strong organizational skills.
• Work experience in a government organization, preferably a State of Texas agency.
• Work experience in a scientific or technical organization.

_ Knowledge, Skills, and Abilities (KSAs)_

• Knowledge of local, state, and federal laws and regulations relevant to the Office of Water Science & Conservation.
• Knowledge of the principles and practices of public administration.
• Knowledge of office practices and administrative procedures, including document editing, records management, and telephone techniques.
• Knowledge of proper document construction, grammar, punctuation, and editorial techniques.
• Skill in using Microsoft Office programs such as Word, Excel, Outlook, SharePoint, and Teams or other collaboration software.
• Skill in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skill in CAPPS (Centralized Accounting and Payroll/Personnel System) for Texas agencies for submitting timesheets, expenditure requisitions, hiring packets, etc.
• Skill in preparing, proofreading, routing, tracking, and maintaining accurate communications, including records, reports, documents, and correspondence.
• Ability to communicate information clearly, concisely, and respectfully, both verbally and in writing.
• Ability to handle high-level administrative issues, to analyze and solve work-related problems, and to provide guidance to others.
• Ability to apply initiative and decision-making in a professional capacity.
• Ability to work in a deadline-oriented environment, managing multiple tasks while maintaining regular progress on assignments to meet deadlines.
• Ability to coordinate meetings, travel, special events, and to make appointments.
• Ability to take and transcribe meeting notes.
• Ability to establish and maintain effective working relationships with a variety of individuals including directors, managers, and staff.
• 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 internal and external stakeholders both verbally and in writing.
• Ability to work and cooperate with others in a team environment.
• Ability to maintain confidential and sensitive information
• 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.

Additional Information

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