Finance Executive Administrative Specialist

1 week ago

Austin, Texas, United States TEXAS DEPARTMENT OF PUBLIC SAFETY Full time

GENERAL OVERVIEW

As a Senior Executive Assistant within the Finance Division, you will engage in high-level professional support for Finance executives and managers. This role encompasses the management of significant administrative functions within the Finance sector, requiring a proactive approach and independent decision-making capabilities.

KEY RESPONSIBILITIES:

  1. Deliver comprehensive administrative and technical support to the Finance division's leadership and management teams.
  2. Offer expert guidance on administrative issues to Finance executives and their teams.
  3. Formulate, assess, and disseminate administrative policies, procedures, and standards.
  4. Analyze administrative operations and propose enhancements to existing practices.
  5. Manage scheduling, meetings, and collaborative activities with various governmental entities and stakeholders on behalf of senior executives.
  6. Organize travel arrangements for management personnel.
  7. Oversee service contracts related to Finance and process requisitions within the designated systems.
  8. Coordinate administrative projects, track progress, and serve as the primary contact for assigned equipment within the Finance division.
  9. Interpret and apply policies and procedures to make informed administrative decisions.
  10. Convey agency goals, tasks, and decisions to staff on behalf of management.
  11. Prepare agendas and notifications for meetings.
  12. Assist executive management with human resource functions, including timekeeping for Finance personnel.
  13. Support budget preparation processes as needed.
  14. Occasionally fulfill front office responsibilities and provide coverage for reception duties.
  15. Act as a Notary Public for the Finance division and other departments as required.
  16. Maintain confidential personnel files and other sensitive documents for the Finance Division.
  17. Screen visitors and manage incoming calls effectively.
  18. Adhere to established work hours and attendance policies.
  19. Serve as a backup for the Executive Assistant to the Division Chief.
  20. May be required to obtain a procurement card for purchasing needs.
  21. Perform additional duties as assigned.

QUALIFICATIONS:

Education: A high school diploma or equivalent is required; a degree in business administration or a related field is preferred.

Experience: A minimum of five years in technical program management and administrative roles is essential.

Licensure: A valid driver’s license from the state of residence is mandatory.

Skills: Strong interpersonal skills are necessary to maintain professional relationships with internal and external stakeholders.

Knowledge: Familiarity with TXDPS regulations and the ability to quickly learn relevant policies and procedures is required.

Communication: Must possess excellent presentation skills to effectively communicate with diverse audiences.

Analytical Skills: The ability to analyze data, identify trends, and solve problems is crucial.

Organizational Skills: Must be adept at managing multiple priorities in a dynamic environment while maintaining accuracy and professionalism.

Technical Proficiency: Proficiency in Microsoft Office Suite and standard office equipment is expected.

Confidentiality: Must handle sensitive information with discretion and adhere to applicable laws and policies.

Physical Requirements: The role requires the ability to perform various physical tasks typical of an office environment.

Benefits: Employees selected for positions within the same salary group will maintain their current salary. Salary adjustments may occur based on new roles within the same salary group.

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