TWDB - 26-56: Business Operations Administrative ...

Business Operations Administrative Assistant (Administrative Assistant V) Leading the state's efforts in ensuring a secure water future for Texas. Performs advanced (senior-level) administrative support and personnel management work for the Water Supply and Infrastructure Office. Work involves coordinating the dissemination of information, developing and maintaining filing systems, and performing administrative support duties to ensure compliance with state and federal laws and regulations. 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 include performing data entry in the state's Centralized Accounting and Payroll/Personnel System (CAPPS), performing and coordinating high-level administrative support work, managing the dissemination of agency information and maintaining professional contact with intra-agency personnel, conducting direct coordination with WSI Management to identify impending vacancies and initiate the backfill process in a timely manner, coordinating human resources tasks ensuring strict adherence to state and federal regulations and ensuring timely responses to Human Resources as it relates to vacancies, new hires, and onboarding, coordinating establishing a standardized electronic file structure and document routing and tracking process for WSI, processing posting, hiring and personnel action packet paperwork for WSI and ensuring tracking spreadsheets are accurately maintained, generating, preparing, and performing quality control reviews for all documentation, editing and proofing processes and procedures and distributing to staff, performing and assisting with all administrative matters, programs, activities, operations, and travel arrangements for the Business Operations Department and as a backup to other WSI staff, serving as the WSI subject-matter expert for internal systems, specifically for entering, coordinating, and tracking administrative documents, coordinating bill review process for WSI Bill Review Team Coordinator during legislative sessions, developing, coordinating, and maintaining complex physical and electronic filing systems in accordance with the Texas State Records Retention Schedule, maintaining and establishing records of all administrative documents related to training, records management, contracting, human resources, and preparing frequent reports and providing updates to Business Operations and WSI management team, answering, screening, and routing incoming phone calls and/or messages to the appropriate staff, providing telephone and administrative back-up support to WSI Executive and Administrative Assistants, providing rotating coverage and support for the agency's main telephone line, promoting an environment that encourages teamwork, accountability, professional development, and improvement in performance, maintaining confidential and sensitive information, ensuring 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, maintaining required certifications and licenses and meeting the continuing education needs and requirements of the position to include, attending mandatory training courses, and performing other duties as assigned. Minimum qualifications include graduation from a standard senior high school or equivalent, five years of relevant work experience in office management and/or administrative support management, five years of experience supporting upper-level management, experience with Microsoft Word, Excel, Teams, SharePoint, and Outlook, and experience working with the State of Texas Centralized Accounting and Payroll/Personnel System (CAPPS). Preferred qualifications include graduation from an accredited four-year college or university with a bachelor's degree in Business Administration or a related field, experience posting job vacancies, supporting interviewing and hiring processes, and completing related documentation, three or more years of experience working with the State of Texas Centralized Accounting and Payroll/Personnel System (CAPPS), six or more years of experience preparing, editing, and distributing correspondence, reports, forms, and documents, experience developing and coordinating standardized electronic file structure and document routing and tracking, intermediate-level experience with Microsoft Excel, Outlook, Word, SharePoint, and Teams, and experience using and routing documents through Adobe Acrobat, Adobe Sign, and DocuSign. Knowledge, skills, and abilities include knowledge of local, state and federal laws and regulations relevant to the Business Operations Department, knowledge of principles and practices of public administration, knowledge of complex office practices and administrative procedures, including record keeping and 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, 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 communicating effectively in writing as appropriate for the needs of the audience, skills in talking to others to convey information effectively, skills in actively looking for ways to help people, ability to maintain the security or integrity of critical infrastructure within Texas, ability to meet agency in-office requirements, ability to work efficiently in a fast-paced, deadline driven environment, 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 learn and retain new computer and/or technical skills, 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 function efficiently and harmoniously in a team environment, and to coordinate with other agency personnel to ensure continuity and consistency, ability to timely and accurately balance and successfully complete a heavy workload with numerous deadlines, 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 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 assigned work, on time, neatly and with infrequent errors, ability to 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 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 driver's license and driving record that complies with state and agency requirements, ability to work shifts that may exceed eight hours, including early mornings, nights, and weekends, and ability to train others.

Created: 2026-03-09