TWDB - 25-107: Administrative Assistant III

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 complex (journey-level) administrative support work. Work involves coordinating the dissemination of information. Develops and maintains filing systems. Performs and coordinates administrative support work. Maintains contact and coordination with intra-and inter-agency personnel, elected and appointed officials, and the public. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Manager of the Administrative Support Department.

Essential Job Functions

• Performs complex administrative and operational support functions of a wide and complex nature in reference to scheduling and prioritizing meetings, coordinating, and preparing travel authorizations/vouchers within RWPD.
• Reviews project 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 workflow management system following applicable procedures.
• Processes submittal requests sent to RWPD through the submittal intake process.
• Ensures submittal requests are recorded accurately in TxWISE and sent to the regional team with the TWDB submittal form. 
• Ensures accuracy and timely responses 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) to successfully attach documents, enter data, and access documents and/or reports.
• Prepares, 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 telephone and administrative back-up support when necessary.
• Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
• Enters and maintains accurate data in the agency database.
• Maintain knowledge by attending professional and technical educational seminars, workshops, and mandatory training courses.
• 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.
• Four years of relevant work experience in administrative support.
• 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 a bachelor’s degree in Business Administration or a related field.
• Previous experience providing administrative support to a financial, legal, engineering, or natural resources area.
• Previous work experience in State or Federal government.

Knowledge, Skills, and Abilities

• Knowledge of local, state, and federal laws and regulations relevant to 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 peripheral devices.
• Skills in using Microsoft Office programs such as Word, Excel, SharePoint, MS Teams, 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.
• 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 meet agency in-office requirements.
• 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 8 hours, including early mornings, nights, and weekends.
• Ability to train others.