TDA - Executive Assistant (72097)

EXECUTIVE ASSISTANT

Salary Information: B19, $4,650.00 - $5,000.00/MO.

State Classification: Executive Assistant II / 0162

FLSA Status: Exempt

Posting Number: 25-72097-1

HOW TO APPLY

Apply online at via CAPPS. Applicants applying in WIT must complete the supplemental questions to be considered for the position. To complete the supplemental questions, go to CAPPS Recruit: https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en.

WHO ARE WE

The Texas Department of Agriculture has regulatory and marketing responsibilities and administers more than 50 separate laws. Current duties include promoting Texas agricultural products locally, nationally and internationally; assisting in the development of the agribusiness industry in Texas; regulating the sale, use and disposal of pesticides and herbicides; controlling destructive plant pests and diseases; and ensuring the accuracy of all weighing or measuring devices (like grocery scales) used in commercial transactions.

WHAT YOU’LL DO

This Executive Assistant position will provide high-level day-to-day administrative support and assistance to the Chief of Staff. Responsible for handling confidential and sensitive information; may correspond with executives at other state agencies, members of the legislature, or other high-level contacts; and may occasionally receive instruction or assistance as new, unusual, or unique situations arise and/or assist others in performing work of greater complexity. Work under limited supervision with considerable latitude for the use of initiative and independent judgment.

PRIMARY RESPONSIBILITIES

Coordinate calendars, meetings, and conferences; develop trip itineraries and presentation and handout materials; and coordinate travel for the Chief of Staff. Monitor the Chief of Staffs schedule for scheduling conflicts. Brief and update the Chief of Staff on the current schedule and any schedule changes affecting him and his staff.

Arrange travel to include airline, hotel, and rental car reservations for the Chief of Staff. Complete expense and mileage reports for the Chief of Staff.

Prepare and/or proof for accuracy various documents, including correspondence, memos, meeting notices and agendas, charts, presentation slides, handouts, forms, and spreadsheets.

Greet visitors, answer and screen phone calls, take messages, and set up conference calls for the Chief of Staff.

Provide input into developing and revising administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures.

Perform special projects for the Chief of Staff. Research special issues involving time-sensitive projects.

Represent the Chief of Staff in a professional manner throughout the division and agency. May sit in meetings and take notes on their behalf when not available for the meeting.

Assist the Chief of Staff in disseminating administrative, policy and legislative information within the agency.

Follow all TDA policies and procedures.

Perform other duties as assigned.

QUALIFICATIONS/ REQUIREMENTS

Master’s degree.

Nine (9) years of work experience in the following (or closely related) fields: executive assistant, administrative assistant working with high-level executives, office manager, or customer support/relationship management.

Valid Texas driver's license and an acceptable driving record.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of accepted business practices and procedures; of applicable rules, regulations, and policies; and related legislative and legal practices and procedures.

Skill in the use of standard office equipment and software; in using effective critical thinking skills; and providing customer service excellence to both internal and external customers.

Ability to represent the Chief of Staff in a professional manner throughout the division and agency; to effectively work directly with senior staff; to handle high-level administrative issues; to analyze and solve work-related problems; to communicate effectively, orally and in writing; to maintain work schedules and/or calendars; to work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail; to deal effectively with the public; to provide guidance to others; to exercise sound judgment and discretion; and to maintain the highest level of confidentiality.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

This position will work in a normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Must be able to work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. May involve travel (up to 15%* of the work period), occasionally overnight.

TELEWORK & WORK HOURS

This position is not eligible for teleworking. This is a full-time, in-office position.

H-1B VISA SPONSORSHIP

We are unable to sponsor or take over sponsorship of an employment Visa.

BENEFITS

The State of Texas offers a variety of benefits for you and your family that are comprehensive and, on average, make up about one-third of total compensation. Benefits include:

A skills exercise may be conducted for interview purposes. Only candidates selected for a skills exercise/interview will be contacted.

Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center, you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.

• A valid government-issued driver’s license, which is recognized by the Texas Department of Public Safety and in good standing, and an acceptable driving record are required. TDA will verify this information with the Texas Department of Public Safety. Applicants with a driver’s license not issued by the State of Texas should obtain and be prepared to provide a copy of their current driving record on or before their first day.

Equal Employment Opportunity (EEO): The Texas Department of Agriculture (TDA) is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, military status, genetic information or protected activity (retaliation). TDA provides accommodations for persons with disabilities in accordance with the American with Disabilities Act. If you need help with the employment process or require other accommodations, please contact the Human Resources office for assistance at (512) 463-7423.

TDA participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee's Form I-9 to confirm work authorization.

Military and Former Foster Child Employment Preference: TDA complies with the provisions of the military and former foster child employment preference acts. Please contact our Human Resources-Veterans Liaison at (512) 463-7454 for assistance.

Go to https://texasskillstowork.com/, https://www.onetonline.org/, or http://www.careeronestop.org/ for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.

Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Administrative Support MOS Codes.