Administrative Support Specialist

2 months ago

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

We are seeking a highly skilled and experienced Executive Assistant II to join our Finance Division at the Texas Department of Public Safety. The successful candidate will provide advanced administrative support to our finance executives and management team, overseeing high-level administrative operations and ensuring the smooth functioning of our division.

Key Responsibilities
  • Provide administrative and technical assistance to finance executives and management, including planning, assigning, and supervising the work of others.
  • Develop, review, and communicate administrative policies, procedures, and standards.
  • Evaluate administrative practices and programs, and formulate policies to improve efficiency and effectiveness.
  • Coordinate calendars, meetings, and activities with other government agencies, executives, and organizations on behalf of our agency executive.
  • Coordinate travel for management staff and monitor service contracts for finance.
  • Plan administrative assignments, track project status, and serve as the point of contact for wireless equipment assigned to employees within the finance division.
  • Interpret policies and procedures, and make administrative decisions as appropriate.
  • Communicate agency objectives, tasks, and decisions to staff on behalf of management.
  • Prepare notices and agendas for meetings, and assist with general human resource management actions, including timekeeping for finance staff.
  • May assist in budget preparation and cover for receptionist duties.
  • Act as Notary Public for finance and other divisions as needed.
  • Maintain personnel and other confidential files for the finance division.
  • Screen office visitors and telephone calls.
  • Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
  • Serve as backup to the Division Chief's Executive Assistant.
  • May be required to obtain a procurement card to assist with purchase needs.
Requirements
  • Graduation from a standard senior high school or equivalent is required. Graduation from an accredited four-year college or university with a major in business administration or a related field is generally preferred.
  • Minimum of five (5) years' experience in technical program area and administration management is required.
  • Must possess a valid driver's license from the state of residence.
  • Must demonstrate an ability to exercise poise, tact, diplomacy, and establish and maintain positive working relationships with internal and external customers.
  • Working knowledge of, or ability to rapidly assimilate information related to TXDPS, state and federal regulations, legislation, guidelines, policies, and procedures.
  • Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.
  • Must demonstrate an ability to examine data/information, discern variations/similarities, and identify trends, relationships, and causal factors.
  • Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment.
  • Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.
  • Must demonstrate an ability to responsibly handle sensitive and confidential information and situations.
  • Availability for after-hour and weekend work is required.
Physical and Environmental Demands

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Environment: Office
  • Ambulatory skills, e.g. stand, walk, sit, stoop, kneel, crouch
  • Hand-eye coordination and arm/hand/finger dexterity
  • Ability to speak, hear, and exercise visual acuity
  • Ability to transfer weights of ten (10) pounds anticipated for this position
  • Driving requirements: Occasional (five [5%])

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