TWDB - 26-128 - Financial Compliance Executive Assistant (Executive Assistant I)

Financial Compliance Executive Assistant (Executive Assistant I)

The mission of the Texas Water Development Board (TWDB) is to lead the state's efforts in ensuring a secure water future for Texas. Our mission is a vital part of Texas' overall vision and the state's mission and goals that relate to maintaining the viability of the state's natural resources, health, and economic development.

The TWDB's main responsibilities are threefold: collecting and disseminating water-related data; assisting with regional water supply and flood planning that contributes to preparing the state water plan and state flood plan; and administering cost-effective financial programs for constructing water supply, wastewater treatment, flood control, and agricultural water conservation projects.

Job Description

Performs complex (journey-level) professional or technical financial assistance work for the Director and staff of the Financial Compliance Division. Work involves coordinating high-level administrative operations for the division, disseminating information, maintaining filing systems, and performing internal administrative support work. Manages the Director's calendar. May prepare, review, track, and file administrative forms, correspondence, procedural documents, and technical reports. May be required to handle confidential and sensitive information. Coordinates and prepares travel for Financial Compliance staff. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Director of the Financial Compliance Division.

Essential Job Functions:

• Coordinates the calendar for the Director of Financial Compliance.
• Identifies and corrects administrative deficiencies or lack of compliance with existing processes.
• Prepares, edits and distributes correspondence, memos, meeting notices, reports, forms, agendas, handouts, and spreadsheets.
• Ensures all documentation is compliant with agency style guide.
• Maintains contact information for agency databases to ensure information is accurate and up to date for all Financial Compliance correspondence.
• Reviews reports and correspondence for accuracy.
• Maintains filing in accordance with office guidelines including scanning and filing of documents.
• Performs general office duties such as processing mail, ordering supplies, coordinating office equipment repairs, copying, or preparing purchasing documents.
• Coordinates meetings, conferences, and training sessions.
• Provides rotating coverage and support for the agency's main telephone line.
• May assist the Director of Financial Compliance with generation of personnel actions and job postings.
• May assist in the development of training material.
• May provide input into developing and revising administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.
• May assist in the fiscal note routing process during legislative sessions.
• Assists in managing and maintaining schedules and preparation of travel arrangements and travel documentation for staff, management of audit intake process, loan confirmations and expenditure requisitions.
• 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.
• May be required to operate a state or personal vehicle for business purposes.
• Performs other duties as assigned.

Qualifications

Minimum Qualifications:

• Graduation from an accredited four-year college or university with a bachelor's degree.
• Two years of experience providing complex office management and executive-level support.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

Preferred Qualifications:

• Experience with Microsoft Office, Word, Excel, Teams, Outlook, DocuSign, Adobe, SharePoint or related software.
• Experience in preparing, editing, and distributing correspondence, reports, forms, and documents.
• Experience developing and revising policies, procedures, standards, or methods, and providing guidance and interpretation on policies and procedures.
• Experience supporting a small team such as community or public organizations, student clubs, nonprofits, or similar groups.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of local, state, and federal laws and regulations relevant to the Financial Compliance Division.
• Knowledge of the principles and practices of public administration.
• Knowledge of financing and investment terms.
• Skills in using Microsoft Office programs such as Word, Excel, Access, Teams, and SharePoint.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in document and file management, including preparing, routing, tracking, and maintaining accurate communications including records, reports, documents, and correspondence, along with strong organizational skills.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• Ability to implement administrative procedures, to interpret rules, regulations, policies, and procedures.
• Ability to handle high-level administrative issues; to analyze and solve work-related problems; to communicate effectively; and to provide guidance to others.
• 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 prioritize and 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.

Additional Information

All interested candidates should apply with a State of Texas application via the CAPPS online application system. To view this position in greater detail, visit the CAPPS online application system.