GLO - Surveying Office Administrator (Executive Assistant II)

Job Description - GLO - Surveying Office Administrator (Executive Assistant II) (00058894) Organization

GENERAL LAND OFFICE

Primary Location Texas - Austin Austin GLO Main FL1 1700 N Congress Ave Austin, TX 78701 Job Type Office and Administrative Support Employee Status Regular Travel No Salary (Pay Basis) 4,166.67 - 5,178.00 Monthly Number of Openings 1 Overtime Status Non-exempt Closing Date Not specified The Texas General Land Office is seeking a Executive Assistant (Surveying Office Administrator) within the Surveying Services Department of the agency. Responsibilities Provides administrative and technical assistance to the Deputy Director of the Surveying Services Division and supports division managers/supervisors and staff as necessary. Communicates assignments to staff, develops a system to track the status of all assigned work and deadlines, and keeps the Deputy Director informed of progress or delays. Handles all administrative functions including answering phones, taking messages, greeting visitors, screening calls, arranging conference calls, managing the Deputy Director’s calendar, and confirming calendar adjustments. Reviews all documents, correspondence, memorandum, presentation materials, spreadsheets, and other documentation for accuracy and correct formatting. Monitors and tracks the Surveying Services operational budget spreadsheet and provides monthly updates. Tracks and processes all procurement requests via CAPPS Purchasing, ensuring timely invoice processing. Processes all travel plans for the Deputy Director and 14 staff members including conference reservations, registration fees, booking travel arrangements and transportation, and provides itineraries. Coordinates calendar, meetings, and conferences; develops agendas and meeting materials; takes notes and follows up on action items related to the School Land Board docket items, Land Patent requests, Deeds of Acquittance, Vacancy Applications, customer inquiries, and/or requests. Coordinates conference details including meeting space, materials, registration, speakers, and other necessary items. Minimum Qualifications Graduation from an accredited four‑year college or university in business administration or a related field. One to two years of experience in administration management, travel arrangements, registration, expense reconciliation, purchasing, and scheduling at an executive level. Experience with Microsoft 365/Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite, and Adobe. Experience and education may be substituted for one another. Physical Requirements This position requires the employee to primarily perform sedentary office work; mobility is routinely required to carry out some duties including moving around the work‑site, accessing file cabinets, transporting records and documents up to 20 lbs, and remaining stationary for long periods. Preferred Qualifications Experience working with CAPPS. Experience in handling confidential, sensitive, and proprietary information. Advanced experience managing complex, fast‑paced, and frequently changing calendars at an executive level. Expert knowledge of English grammar, spelling, capitalization, and punctuation. Excellent verbal and written communication skills, with the ability to interact professionally with internal and external customers. Attention to detail in proofreading documents, instruments, and other important papers. Compensation and Benefits Free Parking Defined Retirement Benefit Plan; optional 401(k) and 457 accounts Medical Insurance – State pays 100 % of the health plan premium for eligible full‑time employees and 50 % for eligible dependents; State pays 50 % of the eligible part‑time employees’ premium and 25 % for eligible dependents. Optional benefits such as dental, vision, and life insurance. Minimum 96+ hours of annual leave; annual leave increases with length of service. Professional Development Opportunities through LinkedIn Learning and EAP provider. Additional Requirements All persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document upon hire. This position is designated as security sensitive according to the Texas Labor Code, Section 301.042. Applicants must be authorized to work for any employer in the U.S.; the agency is unable to sponsor employment visas. #J-18808-Ljbffr Centralized Accounting and Payroll/Personnel System