Position Title: Executive Assistant (ON HOLD)
Salary Group: B21
Posting Date: 2/8/2021
Posting Number: 1287
Salary Type: Monthly
Closing Date: Open Until Closed
Class Number: 0164
Salary Range: Commensurate with experience.
Number of Positions: 1

Essential Functions

ERS is seeking an experienced Executive Assistant to perform highly advanced professional assistance work for the Group Benefits Division and to oversee high-level administrative operations of the division. Responsibilities include screening calls; coordinating calendars; making travel, meeting and event arrangements for the Director and Assistant Division Director; preparing reports and financial data; disseminating information, maintaining filing systems; providing administrative support or technical program assistance to the Group Benefits division; maintain sensitivity to confidential matters and customer relations.  

Essential Functions includes, but is not limited to
Performs executive level support responsibilities
  • Assists the Director and Assistant Director of Group Benefits with personnel, organizational matters and general human resource management actions.
  • Manages the calendars for the director and assistant director, resolves scheduling conflicts, prepares for meetings and activities; coordinates conference registrations and business travel
  • Evaluates administrative practices and programs and provides input into developing and revising administrative policies, procedures, standards, and methods
 
Provides high level divisional administrative and operational support   
  • Prepares division’s Board of Trustees Agenda items and presentations
  • Serves as the division’s open records request (ORR/PIA) point of contact
  • Prepares and tracks division purchase requisitions; ensures requisitions align with division’s fiscal budget, serve as Procard user for the division
  • Reviews and prepares legal documents, correspondence, and contracts
  • Manages the division’s compliance with the agency’s record retention policies
 
Oversees general communication deliverables for the division
  • Coordinates the production of the division’s status reports for the Executive Office
  • Prepares presentation materials for quarterly Board of Trustee meetings and delivers these items timely
  • Prepares reports, letters, presentations and other documents
 
Maintains organization within the division and in personal workspace
  • Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)
  • Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines; demonstrated ability to effectively work on multiple projects
 
Establishes strong working relationships with internal and external stakeholders
  • Works as an integral member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting division’s priorities and goals.
  • Work with diverse individuals and maintains cooperative working relationships with internal and external stakeholders.
  • Collaborates with the divisional management and work to form and accomplish mutual goals.
 
Provides technical guidance and direction on administrative matters to divisional leadership and staff
  • Displays proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc.
  • Serves as the divisional liaison for SharePoint, PeopleSoft, Workflow, and similar technologies.

Required Minimum Qualifications

Your application for employment must reflect how you meet each of the following minimum qualifications:
  1. Graduation from an accredited four-year college or university. Each year of related experience may be substituted for one year (30 semester hours) of required college credit.
  2. Three (3) years’ experience as a senior-level administrative or executive assistant professional or paralegal.
  3. Two (2) years’ experience supporting a senior management or leadership position.
  4. Two (2) years’ experience in drafting and proofing legal correspondence.
  5. Two (2) years’ experience using Microsoft Word, Excel and PowerPoint. 

Preferred Qualifications

Your application for employment should reflect how you meet the following preferred qualifications:
  1. Two (2) years’ experience in drafting and proofing contracts.

Other Information

PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.
 
Other Information:  Work is temporarily performed remotely due to the COVID-19 pandemic.  When it is safe to return, work will be performed in an office environment.  This position may require access to privileged, confidential, or sensitive data.  ERS will conduct either a TXDPS or FBI criminal history check on all new hires.  For more information about this policy inquiries can be made to Human Resources by emailing employment@ers.texas.gov.

Military Occupational Specialty (MOS) Codes

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply.  Please contact Human Resources at employment@ers.texas.gov  with questions or for additional information.