Administrative Assistant (Administrative Assistant II)
Job #: 2020-40
- TWC Job #: 13982267
- Opening Date: 2/03/2020
- Travel Required: NA
- Monthly Salary: $2,625.00 - $3,000.00/mo
- Position Location: Austin, Texas
- Group Step: A11
- Class: 0152
Veterans, Reservists or members of the Guard with a Military Occupational Specialty (MOS) code of 42A – Human Resources Specialist, YN – Yeoman, PS – Personnel Specialist, 0111 – Administrative Specialist, 3F5X1 – Administration or other related fields may meet the minimum requirements for this position and are highly encouraged to apply.
Additional Military Crosswalk information can be accessed at: http://www.hr.sao.texas.gov/compensation/militarycrosswalk/mosc_administrativesupport.pdf
In order to qualify for this position a State of Texas Applications must be submitted through Work In Texas. The OOG requires all sections of the state application to be completed.
Only interviewed applicants will receive notice of the final disposition of the selection process.
The Administrative Assistant position works within the Office of the Governor (OOG), Economic Development and Tourism (EDT) Office and reports to the Director of Tourism. Assists in the day-to-day operations of the Tourism section program areas. Performs routine (journey-level) administrative support work related to Tourism division activities. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.
- Answers incoming telephone calls to Tourism division mainline and greets visitors. Assists in the same duties for EDT and agency as needed.
- Prepares and disseminates information concerning Tourism programs and procedures.
- Prepares, edits, and distributes correspondence, reports, forms, information material and other documents.
- Assists in compiling and entering data for databases, summaries, graphs, charts, and reports.
- Assists with record keeping and records management systems.
- Assists with scheduling and cross-divisional work.
- Performs general office duties such as ordering supplies, performing basic bookkeeping work, invoicing and account reconciliation, and material shipping.
- Assists with tracking and fulfilling requests for travel information and www.TravelTexas.com user comments.
- Responds to inquiries and explains rules, regulations, policies and procedures.
- Communicates with state and national travel industry stakeholders, governmental entities, and other external groups, as directed.
- Assists with Tourism inventory tracking.
- Assists in the planning and coordination of Tourism meetings, conference participation, and other travel industry related events.
- Assists Tourism marketing and publication relations section staff in information gathering, planning, coordination, and follow-up related to marketing and public relations activities.
- Remains well-informed of division and OOG initiatives, operations, news releases, web content, programs, statewide trends, OOG policies and procedures.
- May assist with schedules and travel arrangements for Tourism staff.
- Performs all other related duties as assigned.
High school graduate or equivalent plus two (2) years of experience providing administrative support or relatable job experience. Effective written and verbal communication skills.
Bachelor’s degree in Public Relations, Hospitality, Business Administration, Communications, and Liberal Arts. Tourism experience.
Note: Experience and education may be substituted for one another.
Knowledge, Skills and Abilities Requirements
- Knowledge of office practices and administrative procedures.
- Knowledge of personal computers and software applications including publishing software.
- Skill in using Microsoft Office suite – Excel, PowerPoint, MSWord, Access.
- Knowledge of applicable governmental laws, rules and regulations.
- Skill in communicating with constituents via telephone, written correspondence, and in person.
- Skill in customer service.
- Skill in record keeping and maintenance.
- Skill in effective written and verbal communication.
- Skill in organization and attention to detail.
- Skill in the use of a multi-line phone system.
- Ability to maintain effective working relationships within and outside the agency.
- Ability to handle administrative issues.
- Ability to consistently exercise tact and courtesy.
- Ability to maintain punctual and regular attendance.
- Ability to interpret and follow rules, regulations, policies, and procedures.
- Ability to move about the office access files, office machinery and/or to distribute correspondence.
- Ability to maintain confidentiality of sensitive information.
- Ability to handle multiple task simultaneously.
- Ability to follow directives.
- Ability to research information.
- Ability to maintain regular attendance Monday-Friday.
Registration, Certification or Licensure: Valid Texas Driver’s License.
Physical Requirements and/or Working Conditions: This classification functions in a standard office environment. Ability to move up to 35 lbs. Ability to drive as needed. Must be able to remain in a stationary position for 50% of the time. Will need to move about the office to access file cabinets, office machinery, to distribute correspondence, etc. Must be able to communicate and exchange accurate information via phone, computer and in person. Must be able to observe and/or identify visitors and staff entering the building in person. Must be able to work hours during a legislative session that include holidays and as needed.
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. 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 www.sss.gov. Applicants may obtain a copy of the Agency's Equal Employment Opportunity Utilization Report upon request.
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.