Comptroller - Senior Administrative Specialist

Comptroller - Senior Administrative Specialist

Organization: Comptroller Of Public Accounts

Primary Location: Texas-Austin

Work Locations: Lyndon B Johnson Building (304-00001) 111 E 17th Street Austin 78774

Job: Management

Employee Status: Regular

Schedule: Full-time

Standard Hours Per Week: 40.00

Travel: Yes, 5 % of the Time

State Job Code: 1553

Salary Admin Plan: B

Grade: 20

Salary (Pay Basis): 5,666.67-6,083.33 (Monthly)

Number of Openings: 1

Overtime Status: Exempt

Join Human Resources as a Senior Administrative Specialist! Work involves planning and coordinating staff services such as human resources, accounting, budgeting, leasing, purchasing and property management. Responsibilities also include providing direct executive support to the Division Director by coordinating calendars, managing communications, and preparing executive correspondence and reports. In addition, developing Excel spreadsheets to support reporting and budgeting needs, coordinating events, preparing accurate documentation from meetings, handling sensitive information, managing multiple priorities and schedules, and working collaboratively with internal teams and external partners. May train others. Monday through Friday, 40 hours a week with occasional evening, weekend hours and holidays. Hours may change based on business need. This position may be eligible for a flexible/hybrid work schedule of 3 in office days and 2 remote workdays once certain conditions are met. Work schedules may change at any time as business necessitates.

Minimum Qualifications

• Bachelor's degree.
• 4 years of experience performing a wide range of administrative and clerical support functions.
• 2 years of experience in developing, maintaining, or analyzing Excel spreadsheets.
• Experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, and/or OneNote).
• Experience managing complex calendars, scheduling meetings, and/or coordinating activities.
• Experience in note-taking to provide clear, accurate documentation, reports, or executive correspondence.
• Experience maintaining confidentiality and handling sensitive information.

Preferred Qualifications

• Bachelor's degree in public administration, Business Administration, Human Resources, or Accounting.
• Experience in administrative or staff services work within a public-sector, governmental, or regulatory environment.
• Experience providing HR administrative support and processing personnel actions, including evaluating documentation for promotions, reclassifications, and job transfers, in accordance with HR policies.
• Experience with budget coordination and expenditure tracking, including preparing budget materials and supporting management with financial analysis.

Substitutions

• One (1) additional year experience performing a wide range of administrative and clerical support functions may substitute for each year (30 semester hours) of the required education with a maximum of 120 semester hours (four years).

In this role you will:

• Provide comprehensive executive support to the Division Director by managing communications, greeting stakeholders, coordinating schedules, drafting correspondence, maintaining documentation, and ensuring smooth office operation.
• Oversee and synchronize division-wide calendars by coordinating logistics and ensuring alignment across teams.
• Oversee the Division Director's meeting schedule by prioritizing engagements, preparing agendas, inviting attendees, and ensuring meetings are fully prepared and executed without conflicts.
• Assist the Division Director with routine administrative and office support tasks, including preparing meeting spaces, maintaining office supplies, and supporting general workplace upkeep.
• Assist the Division Director by coordinating travel arrangements and preparing and submitting travel reimbursement documentation.
• Prepare, review, and track procurement requests and maintain supporting documentation.
• Support division management in organizing, coordinating, and evaluating budgetary activities at the program level.
• Research and prepare budget materials to provide management with expenditure data, trends, and recommendations.
• Act as a liaison between the division and the budget office.
• Assist with processing personnel action forms and staffing reports for the division.
• Prepare and review operational and special reports.
• Maintain equipment, materials, and supplies.
• Maintain division files, records, and records management systems.
• Provide technical assistance in records maintenance, records retention, and agency policies relating to HR record-keeping.
• Digitize paper files into electronic format, including scanning, organizing, and storing documents.
• Maintain accurate and compliant personnel and administrative records according to retention schedules.
• Provide administrative and operational support, including facility coordination, supply management, and workflow organization.
• Serve as division liaison to internal and external stakeholders on administrative and operational matters.
• Prepares, edits, and distributes correspondence, reports, forms, and documents.
• Processes, proofreads, edits, and finalizes executive correspondence, preparing documents for signature.
• Coordinates mass communications for Executive staff, ensuring accuracy and adherence to protocol.
• Serves as Additional Duty Safety Officer: prepares and updates safety procedures, distributes emergency information, assists in evacuations, conducts safety inspections, and attends safety training.
• Performs other duties as assigned.

Maximize Your Earnings! At the Comptroller's office, we know potential employees are looking for more than just a paycheck. The agency offers a strong benefits package for you and your family. Insurance, retirement plans, and a flexible work schedule are just the start.

Important Note to the Candidate: Salary is contingent upon qualifications. If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

MILITARY PREFERENCE To receive MILITARY PREFERENCE, you are required to provide proof by attaching the necessary documentation to this job application.

The Comptroller's Office is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity. Applicants must submit both a résumé and a completed application to be considered. Both documents should include sufficient work history to assess qualifications. An applicant must be eligible to work in the United States to be hired at the Comptroller's office and must remain eligible, without sponsorship or any assurance of financial or other assistance from this agency, during the term of their employment.