Texas Water Development Board · 5 hours ago
TWDB - 26-53: Finance Executive Assistant (Executive Assistant I)
Austin, TX
Full-time
Onsite
Mid Level
3+ years expThe Texas Water Development Board is dedicated to ensuring a secure water future for Texas. They are seeking a Finance Executive Assistant to provide high-level administrative support to agency executives and leadership staff, managing confidential information and coordinating various administrative functions.
Government Administration
No H1B
Responsibilities
Oversees and assists with all administrative matters, programs, activities, and operations in the Procurement and Contract Services Division
Prepares and processes CAPPS requisitions, travel vouchers, travel authorizations, and coordinates all travel arrangements including airline, hotel, and vehicle reservations
Assists in preparing and submitting materials for presentation to agency Board Members and other audiences, including but not limited to Board Memo Reports
Coordinates the development and maintenance of Division policies and procedures, ensuring alignment with accessibility standards and availability in IWEB
Supports the PCS team with on-boarding and off-boarding by coordinating staff access, equipment needs, and all required documentation
Assists the Director and Managers of the Procurement and Contract Services Division with the preparing and submitting required hiring documentation in CAPPS Recruit
Assists in routing agency access‑related paperwork to ensure timely review, approval, and processing across appropriate divisions
Responds to inquiries and requests in a timely and professional manner while adhering to all TWDB guidelines, policies, and requirements
Provides rotating coverage and support for the agency’s main telephone line
Provides telephone and administrative back-up support to Finance Department staff
Collaborates closely with Finance staff and agency administrative teams to coordinate workflows, share information, resolve issues, and support consistent, efficient administrative operations across the organization
Assists P&CS team members with administrative assignments, including meeting coordination, document tracking and routing, and other assigned projects
Contributes to the development and revision of administrative policies, procedures, standards, and methods
May provide guidance and interpretation on policies and procedures
May assist with legislative bill analysis by tracking responses, reviewing proposed legislation, identifying potential impacts, and summarizing key provisions
Develops administrative procedures, standards for creating, maintaining, and retaining of electronic files and records, ensuring full compliance with accessibility requirements
May communicate objectives, tasks, and decisions to staff on behalf of the Director of Procurement and Contract Services
Collects and analyzes relevant data, conduct research, provides background documentation, recommend and implement changes, and ensure timely completion of special projects and tasks
Maintains confidential and sensitive information
Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agency’s records retention procedures and schedule
Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses
May be required to operate a state or personal vehicle for business purposes, as needed
Performs other duties as assigned
Qualification
Required
Graduation from an accredited four-year college or university with a bachelor's degree in Public or Business Administration, or a related field
Three years of relevant work experience providing complex office management and executive level administrative support to upper level management
Relevant education and experience can be substituted for each other on a year-for-year basis
Must meet agency in-office requirements
Ability to maintain the security or integrity of critical infrastructure within Texas
Ability to meet agency in-office requirements
Ability to handle high-level administrative issues and to analyze and solve work-related
Ability to coordinate meetings, travel, special events, and make appointments
Ability to assist multiple staff such as an administrative team or a division of staff
Ability to timely and accurately balance and complete a heavy workload with numerous deadlines
Ability to communicate effectively and to provide guidance to others
Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the general public
Ability to adhere to work schedules, follow procedures with respect to leave and submit accurate timesheets by prescribed deadlines
Ability to make mature, objective decisions and identify areas of potential problems
Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment
Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision
Ability to perform assigned duties and improve work habits and/or output
Ability to complete assigned work, on time, neatly and with infrequent errors
Ability to interpret policies, procedures, and regulations
Ability to provide prompt, courteous and accurate assistance and clear and concise communication to internal and external stakeholders both verbally and in writing
Ability to work and cooperate with others in a team environment
Ability to manage multiple tasks
Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs
Ability and willingness to travel 5% of the time, primarily within the State of Texas
Ability to operate a vehicle (state or personal) for state business and maintain a driver's license and driving record that complies with state and agency requirements
Ability to work shifts that may exceed 8 hours, including early mornings, nights, and weekends
Ability to train others
Preferred
Experience using Microsoft Office Suite, SharePoint, Adobe, and/or DocuSign
Previous experience using Centralization Accounting and Payroll/Personnel System (CAPPS) Human Resources (HR) and Financials
Experience developing and revising administrative policies, procedures, standards, and methods, and provide guidance and interpretation on policies and procedures
Certified Texas Contract Manager (CTCM) and/or Certified Texas Contract Developer (CTCD) certification
Benefits
Medical
Dental
Vision
401(k)
Flexible spending
Flexible work alternatives
Company
Texas Water Development Board
Leading the state’s efforts in ensuring a secure water future for Texas.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Dennis Kyhos CPA, CGMA, MBA
Financial Compliance - Manager, CFO to GO
Lauren Munguia
Chief Communications Officer
Company data provided by crunchbase