Executive Assistant I

Job Title

Executive Assistant I

Agency

Texas Division of Emergency Management

Department

Mitigation Division

Proposed Minimum Salary

$4,888.00 monthly

Job Location

Austin, Texas

Job Type

Staff

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity, this status can affect working hours, travel needs and change in duties as needed. The Executive Assistant I, under general supervision, provides complex administrative support to high level administrators in an executive or senior leadership role. Work involves coordinating high-level administrative operations for the Mitigation division.  This position has moderate latitude for the use of initiative and independent judgment with respect to matters of significance.

This position reports to the Division Chief, Mitigation.

*Salary is a fixed rate and is non-negotiable.

*This position is located on-site and not subject to telecommuting.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Coordinates calendars, meetings, and other activities. Provides technical guidance and advice on administrative matters to agency executives, management, or staff. Coordinates and monitors action items and assignments made by management.

• Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel. Prepares travel arrangements/itineraries and may approve and/or process travel reimbursements. Prepares notices or agendas for meetings.

• Assists in compiling reports, maintains records and other documents, and coordinates special events.

• Provides support to the division by planning, scheduling, taking minutes, and other responsibilities as deemed necessary.  Assures confidentiality of highly sensitive and confidential matters. 

• Performs monthly analysis of division budgets and makes recommendations as needed.

• Prepares travel requests and expense reports for division.

• Responsible for routine and non-routine purchases through AggieBuy and on procurement card (payment card). 

• Attends training and maintains proficiency in AggieBuy and Emburse Expense.  Ensures compliance with policies and procedures, as well as, practicing good fiduciary responsibilities as a unit.

• Oversees inventory control for the division and assists with annual physical inventory certification. 

• Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations.

• Responds to inquiries and assists with resolving problems presented.

• Reviews administrative practices/programs and assists in formulating procedures and processes.

• Performs basic statistical analysis and composes statistical based reports for the division or department.  

• Plans and coordinates logistical and administrative support for events, meetings or other special functions and provides on-site support.

• Conducts research, compiles, and applies information gathered, making evaluative judgments on appropriate data to use.

• Coordinates the general office duties, such as ordering supplies, basic bookkeeping work and assisting with general human resources work.

• Works with appropriate HR programs and systems for assisting with the division hiring process.

• Develops and maintains filing, record-keeping and records management systems.

• Answers phone calls, routes incoming calls accordingly, takes messages, greets visitors, and directs visitors to appropriate staff.

• Assists in researching technical issues.

• May assist in developing and reviewing training materials.

• May serve as back up for other TDEM Executive Assistants as needed.

• Ability to travel up to 10%.

• Face-to-face and person-to-person interactions are required.

• Maintain a regular course of attendance during assigned work schedule and work extended hours when needed.

• Perform related work as assigned.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education – Bachelor’s degree in applicable field or equivalent combination of education and experience.

Experience – Three (3) years of related experience.

*Additional work experience or the type described above may be substituted for the education requirement on a year-for-year basis. Thirty (30) semester hours is equivalent to one (1) year of experience. A completed advanced degree in a relevant field may also be substituted in lieu of work experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of, or the ability to rapidly assimilate information related to TAMUS/TDEM, state, and federal regulations, legislation, guidelines, policies, and procedures.

• Must exercise excellent interpersonal skills- position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.

• Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment. Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.

• Skill in communicating orally and in writing. Ability to communicate with tact and diplomacy.

• Must demonstrate ability to access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner quickly and efficiently.

• Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships, and causal factors, as well as grasp issues, draw accurate conclusions, solve problems, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.

• Must possess high levels of proficiency with utilized software and systems and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Pro.

• Must demonstrate an ability to responsibly handle sensitive and confidential information and situations.

• Must adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information/records.

• Ability to operate outside of normal working hours on a twelve (12) hour shift during an activation of the Emergency Operations Center/Disaster District Emergency Operations Center, as well as nights, weekends, and holidays as needed. Must be able to travel by vehicle or other modes of transportation intra or interstate for a low frequency (10 percent).

• Ability to anticipate issues, identify issues and problem solve.

REGISTRATION, CERTIFICATION OR LICENSURE:

Must successfully complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

*Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions

*Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.