Executive Assistant I

Job Title

Executive Assistant I

Agency

Texas Division of Emergency Management

Department

Recovery, Disaster Finance and SDRS Division

Proposed Minimum Salary

$4,888.00 monthly

Job Location

Austin, Texas

Job Type

Staff

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity, this status can affect working hours, travel needs and change in duties as needed. The Executive Assistant I, under general supervision, provides complex administrative support to high level administrators in an executive or senior leadership role. Work involves coordinating high-level administrative operations for the assigned division.  This position has moderate latitude for the use of initiative and independent judgment with respect to matters of significance.

*Salary is a fixed rate.

*This position is located on-site and not subject to telecommuting.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Coordinates calendars, meetings, and other activities. Provides technical guidance and advice on administrative matters to agency executives, management, or staff. Coordinates and monitors action items and assignments made by management.

• Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel. Prepares travel arrangements/itineraries and may approve and/or process travel reimbursements. Prepares notices or agendas for meetings.

• Assists in compiling reports, maintains records and other documents, and coordinates special events.

• Provides support to the division by planning, scheduling, taking minutes, and other responsibilities as deemed necessary.  Assures confidentiality of highly sensitive and confidential matters. 

• Performs monthly analysis of division budgets and makes recommendations as needed.

• Prepares travel requests and expense reports for division.

• Responsible for routine and non-routine purchases through AggieBuy and on procurement card (payment card). 

• Attends training and maintains proficiency in AggieBuy and Emburse Expense.  Ensures compliance with policies and procedures, as well as, practicing good fiduciary responsibilities as a unit.

• Oversees inventory control for the division and assists with annual physical inventory certification. 

• Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations.

• Responds to inquiries and assists with resolving problems presented.

• Reviews administrative practices/programs and assists in formulating procedures and processes.

• Performs basic statistical analysis and composes statistical based reports for the division.  

• Plans and coordinates logistical and administrative support for events, meetings or other special functions and provides on-site support.

• Conducts research, compiles, and applies information gathered, making evaluative judgments on appropriate data to use.

• Coordinates the general office duties, such as ordering supplies, basic bookkeeping work and assisting with general human resources work.

• Works with appropriate HR programs and systems for assisting with division hiring process.

• Develops and maintains filing, record-keeping and records management systems.

• Answers phone calls, routes incoming calls accordingly, takes messages, greets visitors, and directs visitors to appropriate staff.

• Assists in researching technical issues.

• May assist in developing and reviewing training materials.

• May serve as back up for other TDEM Executive Assistants as needed.

• Ability to travel up to 10%.

• Face-to-face and person-to-person interactions are required.

• Maintain a regular course of attendance during assigned work schedule and work extended hours when needed.

• Perform related work as assigned.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education – Bachelor’s degree in applicable field or equivalent combination of education and experience.

Experience – Three (3) years of