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General Description:The Texas Higher Education Coordinating Board (THECB) is seeking a highly organized and detail-oriented Administrative Assistant III to support the agencyand#8217;s Contracts and Procurement Team. This position will play a vital role in advancing the team's mission to deliver exceptional customer service while ensuring efficient, compliant, and timely processes.The primary duties of this position will include performing administrative tasks such as scheduling meetings, drafting documents and forms, taking meeting notes, entering, and managing data in spreadsheets or other systems, and supporting basic purchasing functions upon completion of the Basic Texas Purchaser Course. The Administrative Assistant III will also help ensure smooth communication and coordination among internal teams and external stakeholders.The ideal candidate will demonstrate exceptional attention to detail, strong communication and interpersonal skills, and a passion for organization. The role operates within a small team environment under general supervision, with moderate latitude for the use of initiative and independent judgment. The position will report to the Assistant Commissioner for Contracts and Procurement.General Duties and Responsibilities:and#8226;Provides administrative support to the Contracts and Procurement team, including maintaining calendars for division leadership and scheduling meetings.and#8226;Assists with contract lifecycle management and contract and procurement compliance, including document preparation, tracking, and filing.and#8226;Maintains and updates procurement records, vendor files, and contract databases.and#8226;Tracks action items and sends follow-up reminders.and#8226;Drafts and reviews correspondence, forms, memoranda, templates, and reports, for both clarity and completeness.and#8226;Routes, monitors, and logs files for the electronic routing chain within the agency.and#8226;Attends team meetings, takes notes, enters project status data into spreadsheets or other system(s) as needed.and#8226;Enters data and creates Purchase Orders in the agencyand#8217;s financial payment system, the Centralized Accounting and Payroll/Personnel System (CAPPS).and#8226;Reviews and approves simple Purchase Orders under $5,000, upon completion of the Texas Basic Purchaser Course.and#8226;Organizes and maintains digital files in the teamand#8217;s SharePoint file repository.and#8226;Works in a team to manage and coordinate administrative tasks for the division.and#8226;Performs general office duties as assigned, such as securing meeting rooms, data entry, copying, scanning, etc.and#8226;Performs other duties as assigned.Knowledge Skills or Abilities:and#8226;Exceptional organizational skills and a keen eye for detailand#8226;Strong command of business English, including grammar, spelling, and punctuation.and#8226;Skill in maintaining well-organized files with consistent naming conventions.and#8226;Ability to work independently, manage tasks, and exercise sound judgment.and#8226;Ability to communicate clearly and professionally both verbally and in writing.and#8226;Ability to demonstrate discretion, tact, and professionalism in interactions with staff and external stakeholders.and#8226;Ability to establish and maintain effective working relationships with staff, constituents, other employees, and the public.and#8226;Ability to work in a fast-paced environment, work under pressure, and meet strict deadlines.and#8226;Ability to accept and follow instructions in a variety of forms.and#8226;Ability to adhere to strict rules for confidentiality.and#8226;Skill in using personal computers, databases, and general office software, Including Microsoft Word, Outlook, PowerPoint, Excel SharePoint, TEAMSand#8226;Ability and willingness to learn new software applications as these are adopted by the agency.Telework with Three Required In-Office Days:This position is authorized for a hybrid telework schedule. Employees are required to work in the office three (3) days per week, with the remaining two days eligible for telework. Specific in-office days may be determined by the department to meet business needs.Military Crosswalk: https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf
Qualifications: Required Minimum Education and Experienceand#8226;Graduation from an accredited senior high school or equivalent.and#8226;Minimum of four yearsand#8217; full-time work experience of administrative support work relevant to the position responsibilities.and#8226;Bachelor's degree from an accredited college or university may be substituted for the required work experience up to four years.Preferred:and#8226;Associates degree or 60 semester hours of coursework from an accredited college or university.and#8226;Experience providing administrative support in a legal office environment and/or working as a legal secretary.and#8226;Experience working with CAPPS Financial for financial transactions.and#8226;Additional years of relevant work experience related to the position responsibilities.Physical Requirements and/or Working Conditions:Work is performed in a standard office environment and requires:and#8226;Regular, reliable, and punctual attendance at work.and#8226;Frequent use of personal computers, copiers, printers, and telephones.and#8226;Frequent sitting.and#8226;Frequently works under deadlines, as a team member, and in direct contact with others.Workforce:Must be able to:and#8226;Demonstrate knowledge of customer service deliverables.and#8226;Show flexibility and adaptability toward changes in assignments and work schedules, working extended hours, as necessary.and#8226;Adhere to the organization's internal management policies and procedures.and#8226;Contribute to the agency's performance measures and mission.Application Requirements:The Texas Higher Education Coordinating Board is an Equal Opportunity Employer. A State of Texas application is required to apply. For more information on how to apply for this position, go to the Coordinating Boardand#8217;s employment opportunities website atand#8239;https://www.highered.texas.gov/careers/.The Texas Higher Education Coordinating Board participates in E-Verify for each new employeesand#8217; Form I-9 to confirm work authorization. For questions, please call the HR Department at 512-427-6190. For vocal and/or hearing assistance call 7-1-1.Notes to Applicant:If you require any reasonable accommodation for the interview process, please inform the hiring representative who calls to schedule your interview. This position has been designated as a security sensitive position. A criminal background investigation will be conducted on the final candidate for this position.Your job application must be completely filled out. Your application must contain dates of employment, job titles, name of employer and a description of duties performed in a way that demonstrates you meet the minimum qualifications for the position for which you are applying. Resumes do not take the place of the requirement to include this information on the application. If this information is not submitted, your application may be rejected because it is incomplete.Veterans Information: THECB is committed to hiring Veterans. To receive Veteranand#8217;s Preference, a copy of the FORM DD214 -member #4, must be attached when submitting your application.AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: THECB does not discriminate on the basis, of race, color, religion, sex, national origin, age, or disability in employment or the provision of services.Job offer and continuation of
