TWDB - 26-61: Executive Assistant (Executive Assistant ...

Job Description Must meet agency in-office requirements. Position requires an in-office presence of five days per week.Salary commensurate with experience and qualifications To be considered for this position, applicants MUST provide TWO (2) writing samples. The two (2) writing samples must be uploaded in CAPPS Recruit with the State of Texas (SOT) application submission. Applications without two (2) writing samples will not be considered.TEXAS WATER DEVELOPMENT BOARD'S MISSION Leading the state's efforts in ensuring a secure water future for Texas. WORKING AT THE TWDB See why our work makes an impact! Find out why the TWDB is a great place to work. Make a positive difference for the state of Texas. We encourage you to apply for positions that match your qualifications. The Texas Water Development Board (TWDB) offers a competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work alternatives so you can have a work/life balance! For more information about these benefits and more visit: Please visit TWDB Career Page: for more information. MILITARY EMPLOYMENT PREFERENCE Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of 3F5X1 Administration, 42A Human Resources Specialist, 0170 Personnel Officer (Warrant), or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. Additional Military Crosswalk information can be accessed at GENERAL DESCRIPTION Performs advanced (senior-level) professional assistance work for an executive or multiple executives. Work involves providing professional assistance and/or technical program assistance work for the Operations & Administration Office, including the Human Resources, Information Technology and the Support Services Departments. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Deputy Executive Administrator (DEA) of the Operations and Administration Office. ESSENTIAL JOB DUTIESPerforms and oversees office-level coordination and preparation of administrative assignments, programs and other matters for the Operations and Administration Office. Develops, leads, and/or coordinates standardized operating procedures across the office. Coordinates the digitization, automation and organization of office documents, reports and records. Provides administrative and technical assistance to the DEA and Assistant Deputy Executive Administrator (ADEA) of Operations and Administration. Coordinates with Information Technology, Human Resources and Support Services staff to ensure upkeep of internal process and procedural documents. Helps to ensure consistency, accountability, and efficiency throughout the Office. Coordinates and updates calendars, meetings, and other activities for the Office DEA, ADEA, and other office-level management-staff. Communicates agency objectives, tasks, and decisions, to staff on behalf of the Office DEA and ADEA. Provides oversight for the agency's employee engagement team, and coordinates agency initiatives that fall within the categories of special activities, volunteerism, wellness, charitable activities and more. Coordinates and facilitates office-level employee engagement and development opportunities. Monitors, tracks and reports on initiatives, procedures, and operational systems for effectiveness, efficiency, and conformance with goals. Writes or revises correspondence, documentation, presentations, briefing materials, newsletter content, and reports for various initiatives, projects and programs. Write, revises and/or oversees the review and evaluation of administrative policies, procedures, guidelines, and manuals. Provides guidance and interpretation on policies and procedures. Maintains consistency with the agency's style guidelines. Coordinates and facilitates team meetings and activities. Serves as office-level hiring liaison. Maintains and organizes team records, supplies and rosters. Plans, schedules and prepares agency-wide meeting agendas and presentations. Plans and coordinates special projects as assigned. Provides rotating coverage and support for the agency's main telephone line. Manages the status of office-wide performance appraisals and ensures compliance with timeliness. Monitors, tracks and analyzes legislation. Manages implementation of new legislation. Tracks office-level compliance with training and/or miscellaneous across-the-board items. Prepares, coordinates and/or reviews purchase requisitions, expenditure requisitions, registrations, travel authorizations, travel vouchers, monthly timesheets, and other required forms. Assists in training administrative staff. Assists with general human resources management actions and budget preparation. Regularly reviews, monitors and updates office-level website content to maintain accuracy and currency. Files, photocopies, faxes, scans, and/or routes hard copy and electronic documents. Serves as primary or backup liaison for the purpose of records, public information and/or other administrative capacities. Prepares notices or agendas for meetings. Researches and/or references available resources for guidance and clarification. May lead, assign and/or oversee the work of others. Answers, screens and routes incoming phone calls and/or messages to the appropriate staff. Provides telephone and administrative back-up support to WSI Executive and Administrative Assistants and to the agency's main phone line. Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance. Maintains confidential and sensitive information. Ensures individual and team 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 QUALIFICATIONSGraduation from an accredited four-year college or university with a bachelor's degree in Public or Business Administration, or a related field. Nine years of relevant work experience in office management and/or administrative support management. Demonstrated previous relevant experience writing policies and procedures. Relevant education and experience can be substituted for each other on a year-for-year basis. PREFERRED QUALIFICATIONSExperience in the field(s) of Human Resources, Information Technology or Facilities Support. Experience coordinating work simplification and efficiency initiatives. Demonstrated experience successfully leading and coordinating organizational committees, events and/or activities. Intermediate to advanced experience using Microsoft products such as Word, Excel, PowerPoint, Teams, and Forms. Experience serving in an office manager or team lead capacity. Experience organizing large scale meetings, such as those for the entire organization. Experience training staff. KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)Knowledge of local, state, and federal laws and regulations relevant to the Operations and Administration Office. Knowledge of the principles and practices of public administration. Knowledge of complex office practices and procedures, including skills in organizing information and records. Knowledge of the state legislative process. Skills in using Microsoft Office programs such as Word, Excel, Access and PowerPoint. Skills in use of internet, email, word processing, spreadsheet, presentation, and database software. Skills in writing. Skills in conducting research. Ability to maintain the security or integrity of critical infrastructure within Texas. Ability to meet agency in-office requirements. Ability to produce aesthetically pleasing and appropriately formatted work product. Ability to function efficiently and harmoniously in a team setting, and to coordinate with other teams' administrative assistants to ensure continuity and consistency. Ability to utilize available resources effectively and efficiently. Ability to timely and accurately complete a heavy workload focusing on project prioritization to meet deadlines. Ability to handle multiple tasks giving special attention to priority items. Ability to produce clear and concise written correspondence, providing all relevant information. Ability to oversee and/or supervise the work of others. Ability to analyze or evaluate problems and develop solutions. Ability to develop, interpret, or implement policies and procedures. Ability to promote and carry out agency core values in innovation, impact, pride in public service and accountability. 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 work assignments on time, neatly and with infrequent content and grammatical errors. Ability to write and 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 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 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. REMARKSA copy of required academic transcripts and/or licensures must be submitted at the time of hire. Failure to provide required documentation will result in no further consideration for employment. Important Notice: Otherwise qualified candidates who are ultimately considered for potential employment with the Texas Water Development Board may be the subject of a request for any criminal history record information maintained by the Texas Department of Public Safety (DPS). Evidence of a criminal conviction or other relevant information obtained from the DPS shall not automatically disqualify an individual from employment with the Texas Water Development Board. APPLICATIONS SUBMITTED THROUGH WORK IN TEXASWork In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. REFERENCE CHECKSReference checks will be conducted on top candidate for the position and may include outreach to current and/or former supervisors. Reference checks for top candidates currently employed by the TWDB will include outreach to current supervisors. EQUAL OPPORTUNITYThe 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. SELECTIVE SERVICEMales born on or after January 1, 1960, will be required to present proof of Selective Service registration on the first day of employment or proof of exemption from Selective Service registration requirement. FINAL EMPLOYMENT OFFERSAll offers of employment are contingent upon the candidate having legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded. FOREIGN CREDENTIALSAn evaluation of your coursework must be uploaded if you have obtained a degree(s) from a school outside of the United States; otherwise, you will not receive credit for degree progress and completion. SPONSORSHIPCandidates must be eligible to work in the United States without requiring sponsorship. STATE OF TEXAS APPLICATIONResumes will not be accepted in place of a completed State of Texas application unless indicated. E-VERIFYTWDB participates in E-Verify! Information from each new employee's Form I-9 will be provided to the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) to confirm work authorization. EMPLOYMENT AT-WILLEmployment with the Texas Water Development Board (TWDB) is on an at- will basis. AMERICANS WITH DISABILITIES ACTThe TWDB is in compliance with the Americans with Disabilities Act and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits of employment, please contact the Human Resources Division for assistance at (512) 475-2142. Deaf and hard of hearing applicants may contact our office via Relay Texas at 1-800-735-2989 (TTY/TDD). HEADQUARTER LOCATION AND CONTACT INFORMATION Texas Water Development Board Stephen F. Austin Building 1700 North Congress Avenue Austin, Texas 78701 Phone: (512) 475-2142

Created: 2026-03-06