Please paste the following URL into a browser to view the entire job posting in the CAPPS Career Section: https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00052304
You may apply to the job directly through the CAPPS Career Section. It is not necessary to apply both through Work In Texas and CAPPS Career Section
State Title: Executive Assistant II
This position is required to work onsite at TxDMV Headquarters located in Austin, Texas, two days per week (subject to change.)
To apply for this position, complete an on-line application through the Applicant Career Section or through WorkInTexas. TxDMV does not accept paper applications.
Applicants who require accommodation for the interview process should contact Human Resources at 512-465-4043 when contacted to schedule an interview.
GENERAL DESCRIPTION
Our mission at the Texas Department of Motor Vehicles (TxDMV) is to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services. We are a dynamic state agency dedicated to customer service, consumer protection and the success of motor vehicle-related industries.
Performs advanced professional assistance for the Texas Department of Motor Vehicles Finance and Operations (FAO) Division. Provides support for the Chief Financial Officer (CFO) and Internal Audit Division Director, and secondary support to the department's executive office. Work involves coordinating high-level administrative operations of the division, including administrative procedures, scheduling meetings, and composing and tracking correspondence. Ensures customers receive needed information on the initial contact and responses comply with state and federal laws, rules, and regulations. May review, plan and implement the work of others. Prepares and monitors FAO purchase requisitions to ensure items are acquired timely in accordance with State guidelines. Assists TxDMV staff across the department by troubleshooting requisition errors or making corrections. Coordinates confidential and time-sensitive correspondence, emails and phone communications. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.
ESSENTIAL DUTIES
Provides administrative and technical support to the Chief Financial Officer, the FAO Division directors and managers, and the Internal Audit Division Director. Provides back-up support to the executive office, as requested.
Provides technical assistance to executive and administrative assistants across the department with the purchase requisition module in the departments financial system.
Makes travel arrangements, develops travel itineraries, and processes travel reimbursement requests for FAO staff.
Provides administrative oversight of division contracts, including property leases, copy machines, contractors, publications, lock boxes and professional certifications.
Ensures appropriate customer service is provided by FAO. Answers phones, provides assistance to customers and routes calls to appropriate agency staff. Provides assistance to the public and greets external visitors.
May greet visitors and attendees of general board meetings and other public meetings, as requested by the executive office.
Assists with processing mail, evaluates content and routes to appropriate staff.
Schedules, coordinates and monitors daily operations and executive activities.
May compose and respond to correspondence; composes letters, memos and reports; proof and edit for grammar, punctuation, sentence structure and clarity.
Orders office supplies, books and publications, completes purchase requests, coordinates purchases, and processes payments for the FAO Division.
Maintains asset inventory for FAO division equipment.
May schedule and coordinate meetings and division training, notify attendees, develop agenda, prepare meeting information, secure meeting space, draft meeting minutes, document decisions and action items.
Managesspecial projects as assigned, develops timelines, reports status, identifies risks and issues, and escalates issues as needed.
May serve as division representative for department special purpose committees, including the State Employee Charitable Campaign.
Schedules interviews for hiring managers. May prepare new hire packets for division personnel.
May travel up to 5% of the time. Travels by car (may include flying). May include overnight travel. May require working extended hours and some evenings and weekends, as needed.
Required to attend work regularly and adhere to approved work hours in accordance with department policies and procedures.
Performs other job-related duties as assigned.
PHYSICAL AND/OR 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;
Hand-eye coordination and arm/hand/finger dexterity;
Ability to transfer weights of 10 pounds anticipated for this position;
Driving requirements: Minimal, 5% or less.
Qualifications: Minimum Requirements
Education and Experience
Bachelors degree from an accredited four-year college or university or U.S. equivalency thereof plus two (2) years of administrative support experience.
Additional experience in administrative or staff support-related activities may be substituted for education on a year for year basis. (Experience requirements may be satisfied by full-time experience or the prorated part-time equivalent.)
Preferred Requirements
Experience working in CAPPS purchasing, requisitions and receiving.
Experience in coordination of travel authorizations and reimbursement.
Experience in coordination of inventory for an organizational unit.
ADDITIONAL INFORMATION
This position is required to work onsite at TxDMV Headquarters located in Austin, Texas, two days per week (subject to change).
BENEFITS
The 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 ADD Insurance
Dependent Health Life Insurance
Health Dependent care flexible spending accounts
Tuition Assistance Program
QUALIFIED EMPLOYER:In addition, the Texas Department of Motor Vehicles is considered a qualified employer for the Department of Educations Public Student Loan Forgiveness (PSLF) program.
REGISTRATION, CERTIFICATION AND/OR LICENSURE
A valid Class "C" driver's license is required. If not currently a Texas resident, must obtain a Texas Driver's License within ninety (90) days after entering Texas as a new resident. A satisfactory driving record is required for operating state or personal vehicles to conduct department business.
