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TWDB 26-20 WSP Executive Assistant (Executive Assistant I)
TWDB 26-20 WSP Executive Assistant (Executive Assistant I)Texas Water Development Board (TWDB) • Austin, Texas, USA
TWDB 26-20 WSP Executive Assistant (Executive Assistant I)

TWDB 26-20 WSP Executive Assistant (Executive Assistant I)

Texas Water Development Board (TWDB) • Austin, Texas, USA
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  • [job_card.full_time]
[job_card.job_description]

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 in the CAPPS online application system at Please visit our job opportunities page at 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 Boards Mission  -  Leading the states 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 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 complex (journey-level) professional administrative work assisting the Director Managers and staff in the Water Supply Planning Division. Work involves maintaining strong multi-tasking communication collaboration and organizational skills to ensure administrative support of the three program areas in the division (Projections & Socioeconomic Analysis Regional Water Planning and Water Use & Planning Data). Exercises sound judgement and discretion with confidential matters. Prepares reviews tracks and files administrative forms correspondence procedural documents and technical reports. Schedules meetings disseminates information to and from the division including with the general public and stakeholders and serves as the records management liaison for the division. Assists the administrative team supporting the Office of Planning and maintains professional and effective working relationships with agency staff and individuals served by the division. May train others. Works under general supervision with moderate latitude for the use of initiative and independent judgment. Reports to the Director of the Water Supply Planning Division.

Essential Job Functions

  • Oversees and assists with all administrative matters programs activities and operations in the Water Supply Planning Division including the coordination preparation and monitoring of division assignments and activities.
  • Assists with the coordination of department assignments and activities.
  • Assists with preparation and tracking of Division budget and performance measures.
  • Establishes and maintains records filing systems and logs; monitors staff calendars as assigned.
  • Prepares reviews processes and tracks division work products such as Board items memos reports personnel documents expenditure requisitions travel authorizations and reimbursements vehicle request forms etc.
  • Schedules coordinates and prioritizes meetings and appointments.
  • Schedules and coordinate meetings appointments and special events.
  • Reserves meeting sites contacts and confirms appointments and meetings prints necessary documents or agenda attends meetings and takes minutes as necessary.
  • Confirms and attends meetings as necessary.
  • Assists with the development of administrative procedures for the division and adherence to agency policies and procedures.
  • Provides assistance to stakeholders customers contractors and consultants.
  • Answers and routes incoming phone calls.
  • Takes messages and refers calls to appropriate staff.
  • Coordinates and processes travel arrangements including airline hotel and vehicle reservations.
  • Processes postal mail orders supplies and ensures office space and equipment are maintained for use.
  • Disseminates information within the division and with other departments legislators Board members and the general public.
  • Ensures timely responses as necessary.
  • Updates and maintains electronic / web calendar.
  • Verifies timesheets for division staff.
  • Assists the Office of Planning administrative team with meetings and activities.
  • Provides administrative back-up support for the Deputy Executive Administrator of Planning and to other areas of the agency when necessary.
  • 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 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.

    • Qualifications :

    Minimum Qualifications

  • Graduation from an accredited four-year college or university with a bachelors degree in Public or Business Administration English Science or a related field.
  • Two years of relevant work experience providing administrative support in an office setting.
  • Practical experience using Microsoft Office programs such as Word Excel SharePoint and Teams and virtual meeting software.
  • Relevant education and experience may be substituted for each other on a year-for-year basis.

    • Preferred Qualifications

  • Previous relevant experience proofreading and preparing documents scheduling meetings and strong written and verbal communication skills.
  • Previous relevant experience organizing and tracking work products and strong organizational skills.
  • Work experience using the Centralized Accounting and Payroll / Personnel System (CAPPS) for State of Texas agencies.
  • Work experience in a government organization preferably a State of Texas agency.
  • Work experience in a scientific engineering or technical organization.

    • Knowledge Skills and Abilities (KSAs)

  • Knowledge of local state and federal laws and regulations relevant to the Water Supply Planning Division.
  • Knowledge of the principles and practices of public administration.
  • Knowledge of complex office practices and administrative procedures including record keeping and records management and report writing.
  • Knowledge of proper document construction and editorial enhancement techniques.
  • Skills in using Microsoft Office programs such as Word Excel and Access.
  • Skills in use of internet email word processing spreadsheet presentation and database software.
  • Skills in preparing and maintaining accurate records reports documents and correspondence and meeting deadlines.
  • Skills in using the Texas Centralized Accounting and Payroll / Personnel System (CAPPS) for timekeeping requisitions (expenditure requests) travel etc.
  • Skills in providing direct services or information requested by Directors and Executive Management.
  • Skills in multi-tasking and prioritizing work tasks amidst deadlines frequent interruptions and changing priorities.
  • Skills in coordinating logistical arrangements such as meetings travel special events and appointments.
  • Skills in exercising initiative and effective decision-making to resolve high-level administrative issues.
  • Skills in taking and transcribing meeting notes.
  • Skills in preparing reviewing routing tracking and / or maintaining records of division work products.
  • Ability to maintain the security or integrity of critical infrastructure within Texas.
  • Ability to meet agency in-office requirements.
  • Ability to accept assignments from multiple authorities.
  • 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 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.

    Additional Information :

    All interested candidates should apply with a State of Texas application via the CAPPS online application system. First time applicants will need to create an account in the CAPPS online application system Please visit our job opportunities page 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 Stephen F. Austin Building

    1700 North Congress Ave. Room 670 Austin Texas 78701

    Please contact Human Resources for accommodation requests.

    Phone : Email : HR(AT)

    Remote Work : No

    Employment Type : Full-time

    Key Skills

    Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

    Experience : years

    Vacancy : 1

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