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Texas Alcoholic Beverage Commission logo

Executive Assistant - ITD

Texas Alcoholic Beverage Commission
Full-time
Remote
United States
$4,583 - $5,416 USD monthly
Administrative & Office Support

General Description




This posting is open until filled. 

Performs complex (journey-level) professional assistance work for the Chief Information Officer, involving coordinating high-level administrative operations of an agency, division, or department.  Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions




(60%) Coordinates calendars, meetings, and conferences; responsible for division requisitions, develops trip itineraries and presentation and handout materials; coordinates travel for the ITD Staff.  
•Completes expense and mileage reports for an executive(s). Prepares and/or proofs for accuracy various documents, including vendor quotes, purchase requisitions, correspondence, memos, meeting notices and agendas, charts, presentation slides, handouts, forms, and spreadsheets.  
•Provides input into developing and revising administrative policies, procedures, standards, and methods, and provides guidance and interpretation on policies and procedures. 
•Provides input into new software purchases or new use cases for internal or external process improvement.
•Communicates objectives, tasks, and decisions to staff on behalf of an executive(s). 
•Greets visitors, answers and screens phone calls, takes messages, and sets up conference calls for the Chief Information Officer.  

(30%) Performs technical writing work coordinating the composition, organization, and editing of compiled information. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment
•Update and document policies and/or procedures for the division
•Prepares responses to correspondence, reports, surveys, questionnaires, and other requests for information.  Reviews, analyzes, and summarizes documents.  Maintains records and files of work and revisions. 
•Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports.  
•Review edited materials and recommend revisions or changes in scope, format, and content

(10%) Trains and supports the division staff in the administrative procedures or processes.
•Performs related work as assigned or needed.
•Train staff on purchase processes or review staff requisitions for accuracy.


MQs, KSA, License/Certifications

 MINIMUM QUALIFICATIONS:

 Must be able to pass a background check.
Graduation from an accredited four-year college or university, preferably with a major course work in computer science, computer information systems, business administration, criminal justice, or a related field. 
Experience and education may be substituted for one another.
 
And
 
•Experience in office management, or administrative support for an executive.
•Skilled in the use of computers and programs such as Microsoft Outlook, Word, PowerPoint, and Excel. 
Must be willing to complete department or agency on and off-site training to enhance job-related skills.


KNOWLEDGE, SKILLS AND ABILITIES: 


Knowledge

  • Knowledge of agency programs, policies, and procedures; of the methods, principles, and practices of the agency; of fiscal or budgeting techniques and practices; and of office management and human resource administration.  
  • Knowledge of the techniques and methods of planning, organizing, and writing various types of materials; research methodology; and departmental policies, procedures, and regulations. 


Skills

  • Skill in coordinating activities, in the use of a computer and applicable software such as Microsoft Office (MS Word, PowerPoint and Excel) 
  • Strong planning, organizational and critical thinking skills.
  • Skilled in various agency systems:  CAPPS, DocuSign, AIMS, SharePoint and Tableau.
  • Skill in writing technical and business documents, and in the use of a computer and applicable software.


Abilities

  • Ability to conduct research; to compose, review, illustrate, and edit technical documents, materials, and reports; and to communicate effectively.
  • Ability to study and evaluate programs and propose recommendations, to interpret and apply agency and divisional policies and procedures, to analyze and solve work problems, and to provide guidance to others. 
  • Ability to make decisions affecting the operation of executive assistant administrative service functions.
  • Ability to plan, assign the work of others.
  • Ability to work cooperatively as a team member in a fast-paced, deadline-orientated environment.
  • Ability to perform work with a high degree of attention to detail.

REGISTRATION, CERTIFICATION OR LICENSURE:

Valid Texas Driver’s License.


Physical Requirements/Supplemental Information

PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:

This position functions in a standard office environment.  Must be able to move about the office to access file cabinets, office equipment, etc.  Must be able to communicate and exchange accurate information via phone, computer and in person.  Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. Required to work as a team member, provide excellent customer service, and work with sensitive and confidential information.


This position is expected to work in the office but may be eligible for situational telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours


Travel: 10%



 MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE: Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions

Supplemental Information:
The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1, 2009, are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge. The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safety in accordance with applicable standards on all finalists for this position. More than one position may be filled from this posting. Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization; For more information, see :https://www.e-verify.gov/about-e-verify/what-is-e-verify Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. The Texas Alcoholic Beverage Commission adheres to the Military Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code.

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