TxDMV - Executive Office Administrator (Austin, TX)

Organization

TEXAS DEPARTMENT OF MOTOR VEHICLES

Primary Location Texas-Austin Work Locations Camp Hubbard Bldg 1, 4000 Jackson Ave Bldg 1, Austin 78731-6007 Job Business and Financial Operations Employee Status Regular Schedule Not specified Travel Yes, 10% of the Time State Job Code 1688 Salary Admin Plan B Grade 25 Salary (Pay Basis) $7,583.34 - $8,250.00 (Monthly) Number of Openings 1 Overtime Status Exempt Effective Date January 23, 2026 General Description This position is required to work at TxDMV headquarters located in Austin, TX. Our mission at the Texas Department of Motor Vehicles (TxDMV) is to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services. We are a dynamic state agency dedicated to customer service, consumer protection and the success of motor vehicle-related industries. Essential Duties Directly supports the Executive Director and serves as backup support to the Deputy Executive Directors, providing high-level administrative and technical assistance to the EDO. Serves as a liaison and provides guidance between EDO, divisions, and program staff. Identifies and recommends areas for improvement and efficiency. Receives ED signature requests, reviews materials, processes requests or recommends revisions, additional content, and/or changes in format. Manages the Executive Director’s calendar, meetings, conferences, and travel logistics. Coordinates with the Government Relations Office for ED speaking engagements. Handles day-to-day in-house administrative operations. Collaborates with TxDMV staff to communicate needed information and services to internal and external customers. Serves as TxDMV point of contact for incoming Executive Leadership and Executive Leadership Support Staff. Develops and maintains SharePoint sites containing resources, tools, policies, and procedures. Provides guidance and support to new incoming department executives to ensure a smooth acclimation. Manages human resources activities for departing, interim, and hiring executive staff. Serves as liaison for CAPPS Recruit. Coordinates the preparation and execution of new executive onboarding by serving as one of two mentors for onboarding Executive Leadership. Works with Human Resources Division to keep the TxDMV Division Director Onboarding Manual up to date. Develops and/or modifies executive administrative program policies and procedures. Interprets administration and administrative policies and procedures. Analyzes internal procedural and policy for areas of improving operations. Implements approved procedural and policy changes. Leads the efforts of the ongoing Executive Leadership Support Staff workgroup. Provides training, identifies training needs and opportunities for support staff professional development. Monitors staff progress. Facilitates Support Staff meetings. Coordinates annual workshops. Develops and/or provides educational resources, informational communication, and standard operating procedures. Prepares correspondence, meeting documents, memorandum, presentations, agendas, and reports. Attends various meetings, gathers summary and action items. Tracks action items and follows up on actions and coordinates with division staff. May provide meeting summary and action items. Coordinates meeting logistics for Executive Team Meetings, EDO briefing meetings, TxDMV Town Halls, Shop Talk, and roundtables. Coordinates the Executive Team Workshop logistics, develops materials, secures facilitators, and other activities. Prepares the Executive Director with board meeting materials and script and/or speaking points. Coordinates collection of reports and other support materials for ED. Serves as backup to the TxDMV Board Liaison and provides position functions and responsibilities. Coordinates Executive, dual, and board direct reporting employee performance evaluations. The process includes but is not limited to supervision competency, peer-to-peer surveys, and analysis reports. Coordinates board direct or dual reporting members process to includes but is not limited to obtaining Board Member’s feedback and analysis reports. Monitors the EDO and Board budget. Responsible for overseeing procurement activities and submitting procurement requests. Assists with preparation of budget forecasting. Maintains contracts and applicable cross-division contracts. Monitors contract obligations and submits appropriate documentation of concerns. Maintains and submits content, documents, and/or creates new sections for EDO TxDMV’s internet and intranet site. Assists with Board intranet, SharePoint sites. Serves as the EDO Continuity of Operations Coordinator for the TxDMV Business Continuity & Disaster Recovery Planner. Maintains EDO and applicable content of the Continuity of Operations Plan. Participates and serves in a supporting role to meet the TxDMV’s obligations for disaster response and recovery activation. Develops and administers the EDO filing system, including electronic records retention in accordance with state law and State Library and Archives Commission requirements. Serves as EDO point of contact for open records requests. Receives and coordinates the collection data requested in response to requests. Monitors the legislative tracking system, reports, and identifies escalated risks and issues. Coordinates collection of legislature hearings and meeting materials for the ED. Coordinates meetings with legislative offices. Assists with TxDMV activities. Develops and executes special projects and assignments. Performs other job-related duties as assigned. The above statements are not a complete list of all responsibilities, duties and skills held or performed by employees in this job. Employees may perform other related duties as assigned. Qualifications Minimum Requirements Bachelor's degree from an accredited college or university plus three (3) years’ experience directly supporting an executive level position. Additional experience in executive support may be substituted for education on a year-per-year basis. (Experience requirements may be satisfied by full-time experience or the prorated part-time equivalent.) Preferred Requirements Experience in Texas state government. Experience interacting with State Legislative Offices. Benefits Voluntary AD&D Insurance Health & Dependent care flexible spending accounts Registration, Certification and/or Licensure A valid Class "C" driver's license is required. If not currently a Texas resident, must obtain a Texas Driver's License within ninety (90) days after entering Texas as a new resident. A satisfactory driving record is required for operating state or personal vehicles to conduct department business. Employment Conditions Proof of education and experience listed on the application. Eligibility to work in the United States. Satisfactory results from a pre-employment criminal history background check and driver’s record check. Compliance with Selective Service registration for males ages 18-25. Required to attend work regularly and observe approved work hours in accordance with department policies and procedures. Surviving Spouse or Orphan must provide DD 1300 or DD 214 for military employment preference. Equal Opportunity Employer The Texas Department of Motor Vehicles is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, pregnancy, disability, military status, age, or any other characteristic protected by federal or state law. The TxDMV provides accommodations for persons with disabilities in accordance with the American with Disabilities Act. #J-18808-Ljbffr Centralized Accounting and Payroll/Personnel System