TxDMV - Executive Assistant

Telework may be available based on TxDMV operational needs.

State Title: Executive Assistant II

SUBMISSION OF APPLICATION:

Your application should be complete and reflect all relevant education and experience. Omission of data can be the basis for disqualification; "See Resume" is not accepted in lieu of a completed online State of Texas application. Resumes may not be submitted in lieu of a completed State of Texas employment application but may be considered as additional supplemental information. The resume must include the employer’s name and dates of employment for relevant work experience to be considered by the hiring authority. To apply for this position, complete an on-line application through the Applicant Career Section or through WorkInTexas. TxDMV does not accept paper applications.

Applicants who require accommodation for the interview process should contact Human Resources at 512-465-4043 when contacted to schedule an interview.

GENERAL DESCRIPTION

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.

Performs highly complex (senior-level) professional assistance work for the General Counsel of the Texas Department of Motor Vehicles, associate attorneys, and staff working in the Office of General Counsel (OGC). Works under limited supervision, with considerable latitude for the use of initiative and independent judgment, may occasionally receive instruction or assistance as new, unusual, or unique situations arise and/or assist others in performing work of greater complexity.

Work involves advising and assisting the General Counsel with the high-level administrative operations of the division, including developing administrative procedures, managing the office budget and purchasing, scheduling meetings, making travel arrangements, developing and maintaining document filing and organization systems, composing and tracking correspondence and providing administrative support, technical support, Board and public meeting support, litigation support. Maintains confidentiality of sensitive correspondence and communications.

ESSENTIAL DUTIES
Provides administrative and technical support to the General Counsel, all OGC attorneys and support staff.
Advises and assists the General Counsel in developing and revising administrative policies, procedures, standards and methods, and provides guidance and interpretation on policies and procedures for OGC staff and for members of the public.
Communicates administrative procedures, establishes correspondence protocols for the division, including document tracking and meeting request formats and protocols.
Coordinates with other administrative support in the division and agency.
Develop a list of mandatory reporting requirements, coordinates with appropriate agency staff and ensures reporting deadlines are met.
Coordinates calendars, meetings and conferences.
Notifies attendees, develops agendas, prepares meeting information, secures meeting space and verifies that required equipment is functional prior to the event.
Make travel arrangements, completes expense and mileage reports, processes travel reimbursement requests, develop travel itinerary, and coordinate financial services on reimbursement.
Registers and coordinates staff attendance for conferences and seminars.
Composes and responds to correspondence and supports legal staff in the handling and routing of subpoenas and legal communications.
Drafts letters, memos and reports; proofs and edits for grammar, punctuation, sentence structure and clarity.
Prepares division documents for routing and approval throughout the agency, coordinating with other agency support and administrative staff.
Receives, reviews, and routes legal review inquiries and requests, and coordinates with appropriate agency staff to ensure deadlines are met.
Communicates objectives, tasks, and decisions to staff on behalf of General Counsel.
Monitors assignments and action items, ensures due dates are tracked and follows up on assignments with staff.
Maintains law library and office workspace.
Ensures that division technology is functional, and that furniture moves for the division are handled promptly.
Coordinates office moves and building maintenance needs with facilities staff.
Greeting visitors, answer phones, provide assistance to customers, and routes calls to appropriate agency staff.
Processes outgoing and incoming division mail, evaluating content and routing to appropriate staff.
Supports onboarding and exiting staff activities; scheduling interviews, and ensuring that systems and software access, equipment and assets are obtained for new staff at hire, and that access is terminated and equipment returned when employees depart.
Assists with budget preparation and tracking.
Orders office supplies, books, publications, equipment and furniture; completes purchase requests, coordinates purchases, and processes payments with the Finance & Operations Division using CAPPS.
Responsible for maintaining equipment inventory records for the office and completing the annual division asset audit.
Required to attend work regularly and adhere to approved work hours in accordance with department policies and procedures.
May travel 10% of the time, by plane or car.
May include overnight travel.
May require working extended hours and some evenings and weekends, as needed.
Performs other job-related duties as assigned.

MINIMUM REQUIREMENTS
Education and Experience
Graduation from an accredited four-year college or university plus three (3) years of increasing administrative support experience.
Education and experience may be substituted for one another.
(Experience requirements may be satisfied by full-time experience or the prorated part- time
equivalent.)

Knowledge, Skills, and Abilities
Knowledge of accepted business practices and procedures; applicable rules, regulations, and policies; and related legislative and legal practices and procedures.
Skill in the use of standard office equipment and software.
Ability to handle high-level administrative issues; to analyze and solve work-related problems; to communicate effectively both verbally and in writing; and to provide guidance to others.

PREFERRED QUALIFICATIONS
Licensed Notary Public
Experience as administrative support or management in a Texas state agency.
Experience with purchasing through the CAPPS Purchasing software system.
Experience maintaining a budget for a business, non-profit, or government agency.
Experience making travel arrangements and completing mileage and expense reports for an
executive at a Texas state agency.

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:

ADDITIONAL INFORMATION

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 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.

Job offers and continuation of employment is contingent upon:

• 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.

MILITARY

If selected for the position the following must be provided for proof of military employment preference:

• Veterans must provide form DD 214
• Surviving Spouse or Orphan must provide DD 1300 or DD 214.

Military Occupational Specialty (MOS) codes that may correspond to the state classification title for this position are listed on the State Auditor’s Office Job Descriptions; click on the occupational category for the position. Additional MOS can be found at the State Auditor’s Office Military Crosswalk Guide.

The Texas Veterans Commission provides helpful employment information.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION 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. If you need help with the employment process or require other accommodation, please contact the Human Resources office for assistance on 512-465-4043.