Executive Asst. I
Job #: 2015-16
TWC Job #: 8339709
Opening Date: 01/29/2015
Closing Date: Until Closed
Travel Required: N/A
Monthly Salary: *$3,081.33 - $3,3333.33
Position Location: Capitol Complex, Austin
Group Step: B17
*Salary Commensurate With Experience
This Administrative Assistant position is hired to work within the Office of the Governor (OOG) Executive Office. Provides advanced administrative and professional support, including coordination of calendars and meetings. Performs administrative and office support functions in a fast-paced and demanding business environment. Maintains strict confidentiality and works within tight deadlines with competing priorities. Works within assigned timelines, demonstrating independence in functioning, interpersonal effectiveness, teamwork, and the ability to manage and maintain well-organized functions and details in all areas as assigned. May be on-call responsive to emergencies and business peaks, including during legislative sessions, special sessions, evenings, weekends and holidays as required. Assists in cross training other OOG staff assigned to perform back-up duties. Maintains strict confidentiality where required. Performs all other related duties as assigned, including clerical and general office support duties.
- Attendance on a regular and punctual schedule.
- Receives and promptly fields internal and external telephone inquiries. Makes logical and timely caller and visitor referrals.
- Independently and correctly prioritizes calls and emerging issues to determine when prompt, higher-level OOG follow-up action may be required. Demonstrates a sense of urgency and commitment in handling all caller and visitor inquiries.
- Effectively plans, coordinates and performs executive assistant office management, professional and administrative duties, including oral and written communication, scheduling, telephone communication, mail sorting and distribution, developing, updating, writing, editing and recommending office policies, procedures and systems.
- Reviews and accurately summarizes miscellaneous data, reports and documents. Prepares and organizes background documents.
- Researches, analyzes and leads routine administrative and special projects as assigned.
- Reviews and evaluates mail and customer requests or inquiries to identify items requiring priority attention or handling by Chief of Staff or executive team or senior staff.
- Timely reviews, reconciles and processes payment of invoices, approved purchase orders.
- Maintains well-organized and accurate records and electronic files.
- Independently and timely responds to letters and general correspondence of a routine nature or as authorized. Ensures internal review, approvals and authorization for all sensitive information prior to release.
- May assist with Power Point presentations.
- Effectively makes, coordinates and maintains appointments, schedules and calendars.
- Takes and conveys clear, accurate and concise messages.
- Demonstrates sustained knowledge of OOG issues and press releases and matters of public interest.
- Conducts basic Internet research to assist OOG staff, customers and visitors.
- Coordinates and processes travel related forms and documents.
- Maintains reception area visitor logs.
- Handles sensitive and confidential situations accordingly.
- Performs all other related duties as assigned.
Graduation from an accredited four-year college or university preferred with major course work in public relations, communication, public administration, political science, or a related discipline plus related experience, including customer service, public relations and administrative duties. Experience and education may be substituted for each other on a year-for-year basis. Three (3) years experience as an administrative assistant with responsibility for responding to multiple phone lines, switchboard duties or as an administrative assistant tasked with providing technical or program support, including office, purchasing and customer service. Demonstrated proficiency and sustained competency in Microsoft Word, PowerPoint, Access and Excel systems. Must be available to work extended hours when necessary.
KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENTS:
- Thorough knowledge of multi-line phone system procedures.
- Knowledge of office practices and procedures.
- Knowledge of personal computers, MSWord, Excel and software applications.
- Skill in communicating with constituents via telephone and in person.
- Skill in customer service.
- Skill in record keeping and maintenance.
- Skill in organization.
- Skill in written and verbal communication.
- Ability to discern customer needs and assist accordingly.
- Ability to consistently exercise tact and courtesy.
- Ability to communicate effectively.
- Ability to handle multiple tasks simultaneously.
- Ability to identify problems, evaluate alternatives, and implement effective solutions.
- Ability to interpret complex rules, regulations, policies and procedures.
- Ability to maintain effective working relationships within and outside the agency.
- Ability to implement administrative procedures.
- Ability to exercise initiative and creativity.
- Ability to plan, assign and oversee the work of others.
- Ability to handle high level administrative issues.
To apply, you may download the uniform State Employment Application or request an application from the Office of the Governor Human Resources Division, State Insurance Building, 1100 San Jacinto, Room 2.300, Austin, Texas, 78701. If required in this posting, copies of college transcripts must be provided concurrent with application for further applicant consideration. For additional information, please call 512- 463-5873, or visit our agency's website. Dial 7-1-1 for Relay Services.
The Office of the Governor is an Equal Opportunity Employer. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Office of the Governor participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. Candidates selected for interviews will be subject to background check and required to complete authorization form.
- E-Verify Participation Poster (English)
- E-Verify Participation Poster (Spanish)
- Right to Work Poster (English)
- Right to Work Poster (Spanish)
Male candidates between 18 and 25 years of age are required to show proof of Selective Service registration (or exemption) prior to an offer of employment being extended. Such proof is not required to be filed with an application but must be provided upon request by the Human Resources office. For additional information pertaining to Selective Service registration, you may visit: http://www.sss.gov/
Notice to Applicants Who May Require Reasonable Accommodation in the Interview Process:
Applicants with disabilities who may need to discuss special accommodations during the interview process should contact 512-463-5873 and ask to speak to the Office of the Governor's Americans With Disabilities Act (ADA) Coordinator in the Human Resources Department. If reasonably possible, please call at least 48 hours in advance to afford our representative and the hiring division sufficient time to properly review and coordinate your request.