Budget & Policy Administrative Assistant (Administrative Assistant V)

Job #: 2022-126

  • TWC Job #: 15454650
  • Opening Date: 8/03/2022
  • Travel Required: NA
  • Monthly Salary: $3,333.33 – $4,583.33/mo
  • Position Location: Austin, Texas
  • Group Step: A17
  • Class: 0158

Veterans, Reservists or members of the Guard can compare this position to Military Occupations (MOS) at the Texas State Auditor's Office.

Omission of data on the state application is grounds for disqualification of the application. 

Only interviewed applicants will receive notice of the final disposition of the selection process.

OOG employees applying for a position in the same pay group, if selected, will be laterally transferred with a maximum increase in salary of 3.4%.

Benefits

  • Defined Retirement Benefit Plan.
  • Optional 401(k) and 457 accounts.
  • Medical Insurance - State pays 100% of the health plan premium for eligible full-time employees and 50% of the premium for their eligible dependents. State pays 50% of the eligible part-time employee’s premium and 25% for eligible dependents.
  • Optional Benefits such as dental, vision, and life insurance.
  • 8 hours sick leave per month and 8 hours vacation leave per month with potential to earn more with longevity. Part-time employee’s hours are proportional with no longevity.
  • Telework Program – telework opportunities are available upon request. Reliable internet is required. Alternate work schedules and telework may be discussed with the hiring manager during the interview process.

General Description

The Budget & Policy Administrative Assistant works within the Office of the Governor (OOG), Budget and Policy Division and reports to the Deputy Director. Performs advanced (senior-level) administrative support work. Work involves confidential and sensitive correspondence and communications. Work requires contact with middle and high-level managers and may require contact with the public. Requires a disciplined, highly dependable individual. During business peaks, may be required to work additional hours as necessary. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Duties

  • Coordinates and performs administrative, office and/or clerical support duties as assigned within the Budget and Policy Division.
  • Serves as Divisional point of contact/trainer on OOG policies and procedures related to travel, purchasing and contracting.
  • Performs timely and accurate data entry into the office database. Compiles and edits data for database and prepares reports.
  • Develops and updates administrative and clerical procedures for division.
  • Acts as division liaison and coordinator for responding to Public Information Requests received by division.
  • Serves as Divisional Records Management Coordinator. Assists with inventory and classification of division files according to the Office of the Governor Records Retention Schedule.
  • Coordinates with Information Services on database related updates and requests.
  • Coordinates and evaluates filing and records management systems for division by maintaining well-organized and secure filing systems.
  • Coordinates and performs general office duties such as ordering supplies and maintenance requests.
  • Acts as division Intern Coordinator.
  • Serves as the backup for receptionist by promptly and efficiently responding to incoming telephone calls without undue delay to internal and/or external customers, including walk-ins who need to be greeted professionally and in a prompt manner in accordance with agency standards and reasonable employer expectations.
  • Provides assistance to the public and answers questions on agency services and functions.
  • Works closely with the policy and budget advisors during legislative sessions to ensure timelines are maintained.
  • Assists Director(s) and Deputy(s) regarding the scheduling of appointments, meetings, calls and routine tasks.
  • Assists with special projects as assigned.
  • Track and monitor settlements for General Counsel division.
  • Implements procedures for processing easements and bonds for General Counsel Division.
  • Serves as the Additional Duty Safety Officer (ADSO) for the Budget and Policy Division.
  • Maintains regular work schedule.
  • Performs all other related duties as assigned.

Minimum Qualifications

  • High school graduate or equivalent; and
  • Five (5) years of experience as a receptionist with responsibility for responding to multiple phone lines, switchboard duties or as an administrative assistant tasked with providing technical or program support, including office, clerical, and customer service.

Note: Experience and education may be substituted for one another on a year-for-year basis.  

Preferred Qualifications

  • Graduation from an accredited four-year college or university.
  • Strong communication and computer skills, including proficiency in Microsoft Word, Excel, and PowerPoint.

Knowledge, Skills, and Abilities Requirements

  • Thorough knowledge of automated information tracking systems.
  • Knowledge of intergovernmental relations.
  • Knowledge of the legislative process.
  • Knowledge of regulations, policies and related legislative and legal practices and procedures.
  • Knowledge of office practices and administrative procedures.
  • Skill in the use of personal computers and software applications.
  • Skill in customer service.
  • Skill in attention to detail.
  • Skill in verbal and written communications.
  • Ability to exercise initiative, creativity and broad communication skills.
  • Ability to implement administrative procedures.
  • Ability to interpret rules, regulations, policies, and procedures.
  • Ability to identify problems, evaluate alternatives, and implement effective solutions.
  • Ability to maintain effective working relationships within and outside the agency.
  • Ability to communicate effectively.

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 20 Ibs. Ability to drive as needed. Will need to move about the office to access file cabinets, office machinery, set up conference rooms for meetings, 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 and/or via video monitor or call box. Must be able to work hours during a legislative session that include holidays and as needed.


How to Apply

Applications are received only through Work In Texas. The OOG requires all sections of the state application to be completed. Omission of data on the state application is grounds for disqualification of the application. Requests for accommodation should be made to the Human Resources office as early as possible in the application/employment process. 

Apply Online at Work in Texas

Equal Opportunity Employer

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. View a copy of the Agency's Equal Employment Opportunity Utilization Report.

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 email the OOG’s Reasonable Accommodation Program Manager or call 512-463-8315 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.

Contact Human Resources

(512) 463-5873

Send Us a Message