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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
SENIOR ADMINISTRATIVE ASSISTANT
(Program Support/Administrative Assistant/Receptionist)
Salary Information: $4,950.00 - $5,350.00 / MO. A17
State Classification: Administrative Assistant V -0158
FLSA Status: Nonexempt
Posting Number: 25-58762-1R
Location: Austin, San, Juan, Ft. Worth, Houston, Waco and Lubbock, TX
HOW TO APPLY
Apply online at via CAPPS. Applicants applying in WIT must complete the supplemental questions to be considered for the position. To complete the supplemental questions, go to CAPPS Recruit: https://capps.taleo.net/careersection/551/jobsearch.ftl?lang=en.
WHO ARE WE
The Texas Department of Agriculture's (TDA) Food and Nutrition Division administers 12 federal child and special nutritionandmore than $2.5 billion in federal money annually used to fund the programsfor the State of Texas. These programs aim to reduce hunger, encourage strong nutrition, and support local economies across Texas.
WHAT YOULL DO
The Senior Administrative Assistant will work in a fast-paced multi-faceted environment performing advanced administrative support work for the Food and Nutrition (FN) Division of the Texas Department of Agriculture (TDA) to contribute to the efficiency and effectiveness of the section and the agency. Work involves completion of general quality assurance pertaining to agency communication style guidelines, and to support School Operations Administrative and Procurement review process. You will work under limited supervision with considerable latitude for the use of initiative and independent judgment.
ESSENTIAL DUTIES
Coordinate and maintain daily schedules for SOP management and travel arrangements for Director. Prepare and track all pre and post travel documents for employees of the section.
Provide customer service support and complete general quality reviews of information included in assigned Contracting Entity (CE) Administrative Review (AR) Notices; prepare, edit, proof, and distribute correspondence, reports, forms, studies and documents in compliance with agency and section processes and procedures.
Assist in the management of meetings, reserve rooms and equipment for meetings. Schedule attendees and send invites for meetings, attend meetings and prepare meeting summaries.
Submit and monitor security clearances for section staff including TXUNPS, DSS, WBSCM. Ensure distribution lists are maintained accurate and communicate with IT necessary updates.
Schedule and monitor employment interviews for division management, assist in preparing the interview packet, which includes the interview questions, skills exercise, scoring matrix.
Provide assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing them to the appropriate staff. Open and sort mail and route to appropriate personnel; handle section mailboxes and division mailboxes as assigned and handle routine matters and bring urgent matters to the attention of appropriate personnel.
Provide technical assistance to staff, Contracting Entities (CEs), and other stakeholders regarding the CE review notification process, TXUNPS access and general applications, and general program resource materials available to CEs via SquareMeals.org.
Support Centralized Services as appropriate. Serve as backup to FN Division administrative support and customer service staff as needed. Assist with onboarding of division clerical staff as requested.
Maintain a tracking system(s) for monitoring office operations; assist with ordering and maintaining an adequate inventory of office supplies for the assigned TDA FN Office; and complete purchase requests and receiving reports for theassigned TDA FN Office. Create and maintain databases; compile statistical data; prepare various charts, graphs and written summaries; assist in preparing division reports; develop, coordinate and maintain record keeping and filing system for correspondence, forms, reports and documents in accordance with Agency Records Management Policy; and may serve as the records coordinator for an assigned TDA FN Field Office.
Serve as or assist in serving as a receptionist for the assigned TDA FN office, as needed; answer phone calls and greet guests to office; and take messages or refer calls to the appropriate staff.
Follow all TDA policies and procedures.
Perform other duties as assigned.
Qualifications: QUALIFICATIONS/REQUIREMENTS FOR THE POSITION:
Bachelors Degree (one year of work experience related to the primary responsibilities may substitute for one year of college).
Minimum five (5) years work experience in the following (or closely related) fields: executive assistant, administrative assistant working with high-level executives, customer service specialist, or office manager.
Valid Texas drivers license and an acceptable driving record.
PREFERRED QUALIFICATIONS
Professional experience working for a state of Texas agency.
KNOWLEDGE, SKILLS ABILITIES
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 discretion; and to maintain the highest level of confidentiality.
PHYSICAL REQUIREMENTS WORKING CONDITIONS
Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Must be able to work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. May involve travel (5), occasionally overnight.
TELEWORK WORK HOURS
This position is not eligible for telework.
H-1B VISA SPONSORSHIP
We are unable to sponsor or take over sponsorship of an employment Visa.
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
S:CLZTX-CLZCENTRALTX
