TWDB - 26-72: Business Operations Administrative Assistant (Administrative Assistant V)

Only applicants who apply with a State of Texas application via the CAPPS online application system will be considered for this position. First time applicants will need to create an account https://tinyurl.com/CAPPS-Login in the CAPPS online application system at https://tinyurl.com/CAPPS-Jobs. Please visit our job opportunities page at https://tinyurl.com/How-to-Apply-in-CAPPS for more information about the Texas Water Development Board and answers to frequently asked questions. To view this position in greater detail, visit the CAPPS online application system. 

Texas Water Development Board’s Mission 

     Leading the state’s efforts in ensuring a secure water future for Texas. 

The Texas Water Development Board (TWDB) offers 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 http://www.twdb.texas.gov/jobs/benefits.asp.

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. 

**Must meet agency in-office requirements**

***Salary commensurate with experience and qualifications***

GENERAL DESCRIPTION

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

• Performs data entry in the state’s Centralized Accounting and Payroll/Personnel System (CAPPS).
• Performs and coordinates high-level administrative support work.
• Manages the dissemination of agency information and maintains professional contact with intra-agency personnel.
• Conducts direct coordination with WSI Management to identify impending vacancies and initiate the backfill process in a timely manner.
• Coordinates human resources tasks ensuring strict adherence to state and federal regulations and ensures timely responses to Human Resources as it relates to vacancies, new hires, and onboarding.
• Coordinates establishing a standardized electronic file structure and document routing and tracking process for WSI.
• Processes posting, hiring and personnel action packet paperwork for WSI and ensures tracking spreadsheets are accurately maintained.
• Generates, prepares, and performs quality control reviews for all documentation.
• Edits and proofs processes and procedures and distributes to staff.
• Performs and assists with all administrative matters, programs, activities, operations, and travel arrangements for the Business Operations Department and as a backup to other WSI staff.
• Serves as the WSI subject-matter expert for internal systems, specifically for entering, coordinating, and tracking administrative documents.
• Coordinates bill review process for WSI Bill Review Team Coordinator during legislative sessions.
• Develops, coordinates, and maintains complex physical and electronic filing systems in accordance with the Texas State Records Retention Schedule.
• Maintains and establishes records of all administrative documents related to training, records management, contracting, human resources, and prepares frequent reports and provides updates to Business Operations and 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 Executive and Administrative Assistants.
• Provides rotating coverage and support for the agency’s main telephone 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. 

MINIMUM QUALIFICATIONS

• Graduation from a standard senior high school or equivalent. 
• Five years of experience in office management and/or administrative support management. 
• Experience using Microsoft Word, Excel, Teams, SharePoint, and Outlook.
• Additional education may be substituted for experience on a year-for-year basis.  

PREFERRED QUALIFICATIONS

• Graduation from an accredited four-year college or university with major coursework in Public, and/or Business Administration or a related field.  
• Experience in human resources posting, interviewing, and hiring processes and paperwork.
• Experience in developing and coordinating standardized electronic file structure and document routing and tracking.  
• Three or more years of experience in working with the Centralized Accounting and Payroll/Personnel System (CAPPS)    Financials, CAPPS HR, and CAPPS Recruit.  
• Five years of experience in preparing, editing, and distributing correspondence, reports, forms, and documents.  
• Intermediate-level experience using Microsoft Excel, Outlook, Word, SharePoint, and Teams.  
• Experience using and routing documents through Adobe Acrobat, Adobe Sign, and DocuSign.  
• Previous work experience in State or Federal government.   

KNOWLEDGE, SKILLS, AND ABILITIES

• 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.
• Ability to train others.