TDA - Finance - Administrative Assistant; Internal

Job Description

ADMINISTRATIVE ASSISTANT (Internal Posting – Open to Current TDA Employees Only – 5 Day Posting)

Salary Information: A15, $3,800 - $4,000.00/MO.

FLSA Status: Nonexempt

Posting Number: 26-54961-1

Location: Austin, TX

Telework Option: TDA does not offer telework, and all employees are required to be physically present for work.

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.

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.

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.

• Provide 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 activities including information distribution, interview scheduling, meeting scheduling, publication printing, and distribution.
• Assist in the management of meetings; reserve rooms and equipment, schedule attendees, attend meetings, 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 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, citizen complaint/compliment system, fiscal notes and records management, as assigned.
• Assist in logging and tracking 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.

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 executive assistant, administrative assistant working with high-level executives, or office manager.
• Preferred:
  Experience working for a state agency.

• Knowledge 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…