TWDB - Administrative Assistant III-IV

Job Title

Texas Water Development Board

General Description:

Performs complex (journey-level) to highly complex (senior-level) administrative support work. Work involves coordinating the distribution of information, explaining agency programs and procedures, managing communications, and maintaining filing systems, including accurately recording information. Updates and maintains documents, records, correspondence, or other material, and performs and coordinates administrative support work. Maintains contact and coordination with agency personnel, elected and appointed officials, and the public.

Works under general to limited supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Manager of the Administrative Support Team.

Performs complex to highly complex administrative and operational support functions of a wide and complex nature in reference to scheduling and prioritizing meetings, coordinating, and preparing travel authorizations/expense reports within RWPD. Reviews financial assistance funding applications to ensure applications are administratively complete and meet the submittal requirement per Texas Water Development Board (TWDB) rules and procedures. Generates, prepares, and routes planning memos through the Microsoft Teams Environment following applicable procedures.

Reviews and processes submittal requests submitted to RWPD via the intake process Processes contact update requests in reference to stakeholders. Ensures accuracy and timely responses as necessary for travel accommodations, expenditure requests, and facilitating Public Information Requests to ensure team members review/provide information. Prepares and distributes delegations of authority as needed to ensure a productive and well-functioning workplace. Receives, processes, facilitates, and disseminates information between the division and other business areas within the agency, the Board members, TWDB customers, and the public.

Navigates through the agency database (TxWISE and STRM) to successfully attach documents, enter data, and access documents and/or reports. Prepares, proofs, formats, edits, and/or distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications to ensure accuracy and consistency of work across RWPD. Maintains and establishes records, filing systems, and logs. Opens, sorts, and distributes agency correspondence.

Answers, screens, and routes incoming phone calls and/or messages to the appropriate staff and directs visitors to the appropriate location. 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. Enters and maintains accurate data entry and/or information in the agency database and CAPPS. 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. Maintain knowledge by attending professional and technical educational seminars, workshops, and mandatory training courses.

May be required to operate a state or personal vehicle for business purposes. Performs other duties as assigned.

Graduation from a standard senior high school or equivalent.

Work Experience:

Administrative Assistant III:
Two years of relevant work experience in administrative support. Administrative Assistant IV:
Five years of relevant work experience in administrative support.

Graduation from an accredited four-year college or university with a bachelor's degree in Business Administration or a related field.

Work Experience:

Administrative Assistant III:
Two years of experience providing administrative support to a financial, legal, engineering, or natural resources area. Administrative Assistant IV:
Five years of experience providing administrative support to a financial, legal, engineering, or natural resources area. Previous work experience in State or Federal government. Experience in creating process documents, procedures, and work instructions with accuracy and consistency.

Knowledge of local, state, and federal laws and regulations relevant to the RWPD Division. Knowledge of the 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…