TDA - Finance - Administrative Assistant (59461)

Administrative Assistant Salary Information: A15, $3,800 - $4,000.00/MO. State Classification: 0156 Administrative Assistant IV FLSA Status: Nonexempt Posting Number: 26-54961-1R Location: Austin, TX Telework Option: TDA does not offer telework, and all employees are required to be physically present for work. How to Apply: Apply online via CAPPS. Applicants applying through Work In Texas (WIT) will be required to complete additional supplemental questions, optionally provide EEO information including how you heard about the job, and provide an electronic signature in the CAPPS Career Section to be considered for the position. Who Are We: The Human Resources Department supports all staff and programs within each division at the Texas Department of Agriculture (TDA). HR supports the goals and challenges by providing services that promote a work environment that is characterized by fair treatment of staff, open communications, accountability, and integrity in the workplace. What You'll Do: The Administrative Assistant will perform highly complex administrative support work for the management team in the Financial Services Division (FSD) which includes the accounting, purchasing, budget, grant sections to facilitate the agency's financial operations. You will work under limited supervision with moderate latitude for the use of initiative and independent judgment. Primary ResponsibilitiesProvide highly complex administrative support and technical assistance to the Financial Services management team and serve as an intra/interagency point of contact for division Directors/Administrators and the Chief Financial Officer (CFO). Provide program support with work activities including but not limited to information distribution, interview scheduling, meeting scheduling, publication printing, and distribution. Assist in the management of meetings; and reserve rooms and equipment for meetings and interviews; schedule attendees, attend meetings and take notes, and prepare meeting summaries. Schedule and monitor employment interviews for division management, assist in preparing the interview packet, which includes interview questions, skills exercise, and scoring matrix. Provide program support in the areas of purchasing, disbursements, revenue, budget, and grants as assigned, including maintaining the division's task calendar, routing work to other division staff and monitoring required reports. Assist the administrator of internal programs with procurement cards, travel cards, and citizen complaint/compliment system, fiscal notes and records management, as assigned. Assist in the logging and tracking of fiscal notes assigned to the agency during session. Work with division staff in collecting, analyzing and preparing material in response to requests for information. Assist the records retention coordinator by maintaining program-related record keeping systems for physical and electronic files according to agency policy. Assist with technical, training, research, planning and administrative activities, as assigned. Follow all TDA policies and procedures. Perform other duties as assigned. Qualifications Qualifications/Requirements for the Position (To be considered for the position, applicants must submit a State of Texas Application through CAPPS or WIT experience listed on the application and/or resume must state how each of the following qualifications are met). Bachelor's Degree (one year of work experience related to the primary responsibilities may substitute for one year of college). Four (4) years work experience in the following (or closely related) fields: executive assistant, administrative assistant working with high-level executives, or office manager. PreferredExperience working for a state agency. Knowledge, Skills & AbilitiesKnowledge of office practices and administrative procedures. Skill in providing customer service excellence to both internal and external customers; and in the use of standard office equipment and software. Ability to communicate effectively, both orally and in writing; to implement administrative systems and procedures; to interpret rules, regulations, policies, and procedures; to provide guidance to others; to evaluate the effectiveness of new administrative systems and procedures; to exercise sound judgment and discretion; and to maintain the highest level of confidentiality. Physical Requirements & Working ConditionsRequires working in 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 work extended periods at a computer, and may require working extended hours and some evenings and weekends, as needed. May involve travel (up to 5% of the work period), occasionally overnight. Telework & Work HoursThe agency does not offer telework. TDA employees are required to be physically present for work. The agency's core business hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday. TDA also provides limited customer service between 6:00-8:00 a.m. and 5:00-6:00 p.m. H-1B Visa SponsorshipWe are unable to sponsor or take over sponsorship of an employment Visa. BenefitsThe 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: Retirement Plan Paid Group Health & Life Insurance for employees Paid Holidays Paid Vacation Leave Paid Sick Leave Longevity Pay Dental Vision Dependent Optional Life Insurance Voluntary AD&D Insurance Dependent Health & Life Insurance Health & Dependent care flexible spending accounts Only candidates selected for an interview will be contacted. A skills exercise may be conducted at the time of the interview. Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Careers Section, you may check the status of your application by accessing your profile and selecting My Jobpage and then selecting My Submissions. To be considered for the position, applicants must complete additional supplemental questions, optionally provide EEO information including how you heard about the job, and provide an electronic signature in the CAPPS Career Section. 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. Background Checks: A criminal conviction records check is required for applicants who are selected for a position. Foreign Credentials: upload an evaluation of your coursework if you have obtained a degree(s) from a school outside of the United States; otherwise, we cannot give you credit for your degree. Some organizations that provide evaluation services are: Foreign Credential Services of America 1910 Justin Lane, Austin, TX 78757-2411 Phone: 512-459-8428 SpanTran: The Evaluation Company 2400 Augusta Drive, Suite 451 Houston, TX 77057 Phone: 713-266-8805 Global Credential Evaluators, Inc. P.O. Box 9203 College Station, TX 77842 Phone: 512-528-0908 Equal Employment Opportunity (EEO): TDA is an equal employment opportunity (EEO) employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, military status, or protected activity. Reasonable Accommodations: If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview or an HR representative at 512-463-7423. Whenever possible, please give the hiring or HR representative sufficient time to consider and respond to your request. TDA participates in