WDB - 25-21 - Business Operations Administrative Assistant (Admi

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Job description

Texas Water Development Boards Mission - Leading the states 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 . 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. Salary commensurate with education and experience Job Description: Performs advanced (senior-level) administrative support work. Work involves coordinating the dissemination of information, developing, and maintaining filing systems, and performing and coordinating administrative support work. Maintains contact and coordination with intra-agency personnel. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Manager of the Business Operations Department. Essential Job Functions: Performs and assists with all administrative matters, programs, activities and operations in the Business Operations Department of the Water Supply and Infrastructure Office (WSI). Serves as the WSI subject-matter expert for internal systems, specifically for entering, coordinating and tracking administrative documents. Generates, prepares, and performs quality control reviews for all documentation. Coordinates with the WSI management team to identify impending vacancies and initiate the backfill process in a timely manner. Edits and proofs processes and procedures generated by the Business Operations Department and distributes to staff. Coordinates and ensures timely responses to the Human Resources office to facilitate processing of vacancy requests, new hires and onboarding. Prepares, proofs, formats, edits, and distributes routine forms, CAPPS data and other correspondence to all internal and external customers. Develops, leads, and coordinates establishing a standardized electronic file structure, document routing and tracking processes for WSI. Maintains and establishes records of all administrative documents related to training, records management, and contracting. Coordinates tracking of position control and prepares frequent reports and provides updates to WSI Management Team. Answers, screens, and routes incoming phone calls and/or messages to the appropriate staff. Provides telephone and administrative back-up support to WSI support team and to the agencys main phone line. Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance. Maintains secure confidential electronic files and protects the integrity of all sensitive information. Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agencys 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. Minimum Qualifications Graduation from a standard senior high school or equivalent. Five years of progressive experience in office management and/or administrative support management. Five years of experience in supporting upper-level management. Relevant education may be substituted on a year-for-year basis. Preferred Qualifications Graduation from an accredited four-year college or university with major coursework in Business Administration or a related field. Five or more years of experience in preparing, editing, and distributing correspondence, reports, forms, and documents. Experience in developing and coordinating standardized electronic file structure and document routing and tracking. Experience in CAPPS Financials and CAPPS HR. Previous work in State and/or Federal government. Knowledge, Skills, and Abilities Knowledge of local, state and federal laws and regulations relevant to the Business Operations Department. Knowledge of the the principles and practices of public administration and management. Knowledge of complex office practices and administrative procedures, including record keeping, records management, telephone techniques, and report writing. Knowledge of proper document construction and editorial enhancement techniques. Knowledge of operating computers, software applications, and peripheral devices. Skills in using Microsoft Office programs such as Word, Excel, Outlook, SharePoint, PowerPoint, and Teams. Skills in use of internet, email, word processing, spreadsheet, presentation, and database software. Skills in preparing and maintaining accurate records, reports, documents, and correspondence. Skills in actively looking for ways to help people. Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, legislators and/or the public. Ability to timely, and accurately balance and successfully complete a heavy workload with numerous deadlines. Ability to function efficiently and harmoniously in a team environment, and to coordinate with other agency personnel to ensure continuity and consistency. Ability to exercise initiative and independent judgement. Ability to implement new administrative systems and procedures and to evaluate effectiveness. Ability to handle administrative, sensitive, and confidential issues. Ability to work efficiently in a fast-paced, deadline driven environment. Ability to learn and retain new computer and/or technical skills. 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 and recommend solutions. 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 with little or no supervision. Ability to perform assigned duties and improve work habits and/or output. Ability to complete assigned work neatly and with infrequent errors. Ability to interpret work process documents, 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 as appropriate for the needs of the audience. Ability to work and cooperate with others in a team environment. Ability to manage multiple tasks. Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system. 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 drivers 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.

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