THC - Historic Sites Administrative Assistant (Adm

TEXAS HISTORICAL COMMISSION • Austin, TX • 1h ago

Please paste the following URL into a browser to view the entire job posting on the CAPPS Careers page.https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRSHRAMFL.HRSCGSEARCHFL.GBL?Page=HRSAPPJBPSTFLandAction=UandFOCUS=ApplicantandSiteId=1andJobOpeningId=100664andPostingSeq=1Job DescriptionJOB OBJECTIVE: Perform highly complex administrative assistance work for the Chief Historic Sites Officer within the Historic Sites Division (HSD) at the Texas Historical Commission (THC). This position is responsible for delivering high-level administrative support not only to the Chief Historic Sites Officer but also to the entire Historic Sites Division. Duties include managing office workloads, overseeing the day-to-day administrative activities of the Chief Historic Sites Officer. Work is performed under limited supervision, with moderate latitude for the use of initiative and independent judgment. ESSENTIAL DUTIES:Support the Chief Historic Sites Officer and the Historic Sites Division, collaborating with the historic sites administrative team to provide comprehensive assistance to the Chief and the division.Set meetings, enter requisitions, coordinate open records requests, and coordinate and submit travel for employee reimbursement for the division and Chief Historic Sites Officer in a timely mannerManage the divisions procurement card and handle associated reconciliation expenses, ensuring accuracy and compliance with agency policies.Support division-wide administrative initiatives and processes.Responsible for administrative practices, programs, and assignments; and assist with the day-to-day activities of the Chief Historic Sites Officer.Communicate (verbally and in writing) with members of the public, stakeholders, legislative staff, agency staff, and commissioners on behalf of the Chief Historic Sites Officer.Schedule conference calls and meetings (in-person/virtual) for the Chief Historic Sites Officer.Communicate (verbally and in writing) objectives, tasks, and decisions to staff on behalf of the Chief Historic Sites Officer..Foster positive interaction and influence with THC staff and advise them regarding protocol or agency-related procedures.Coordinate the development of agendas, motions, and reports for the THC Quarterly Meetings. Assist with the preparation of quarterly meeting materials, including minutes, committee schedules, agendas, and other materials requestedParticipate in agency-wide projects as needed.Assist with communicating and promoting positive collaboration between division directors, staff, and the executive office.Assist in responding to written and verbal requests for assistance including Open Records Requests.Serve as backup for the second Executive Assistant to form a cohesive administrative team.Observe rules of confidentiality regarding agency and personnel issues.Serve as the Records and Information Management (RIM) liaison for HSD and is responsible for conducting a monthly and annual inventory of the divisions in-house documents and files.Adhere to an established work schedule with regular attendance.Follow all THC safety guidelines/procedures and ethics requirements. NON-ESSENTIAL DUTIES:Perform other duties as assigned. QUALIFICATIONS/REQUIREMENTS:Graduation from an accredited four-year college or university with major coursework in business administration or a related field (one year of relevant work experience related to the essential duties may substitute for one year of college);Three or more years of progressively responsible experience in office practices and administrative activities;Experience with providing professional customer service and adherence to conventional etiquette both in-person and via telephone;Experience in writing meeting minutes;Valid drivers license, acceptable driving record, and ability to drive a state vehicle; and Required to travel up to 10% of the work period. PREFER:Graduation from an accredited four-year college or university with major coursework in business administration or related field;Experience with Public Information Act and/or Records Requests;Experience with the State of Texas Administrative Rules process; and/orExperience with state administrative practices in Texas KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of accepted business practices and procedures; of applicable rules, regulations, and policies; and related legislative and legal practices and procedures;Effective verbal and written communication, human relations, and organizational skills;Knowledge of general office management, administrative, accounting, and clerical procedures; Skill in the use of general office machines; Skill in providing customer service excellence to both internal and external customers;Skill in operating a personal computer with word processing, database, and spreadsheet software;Ability to cultivate a positive working environment in the commission;Ability to manage high-level administrative issues;Ability to communicate effectively and manage high-level administrative issues, Ability to multitask and manage stressful situations;Ability to work in a setting requiring self-motivation/cooperative decision-making and to work effectively with diverse groups of people;Ability to work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail;Ability to multi-task in a fast-paced environment; Ability to adapt successfully and quickly to change and deliver quality results in a timely manner;Ability to plan, organize and work independently, as well as within a team environment; Ability to exercise sound judgment and discretion; andAbility to maintain the highest level of confidentiality. REGISTRATION, CERTIFICATION, OR LICENSURE:Must have or obtain a valid Drivers License and Defensive Driving Course to be able to operate state vehicles. Maintain Notary Public Commission ENVIRONMENT/PHYSICAL CONDITIONS: Normal office work environment and may have exposure to dust and envi

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