TWDB

Job Description

Position requires an in-office presence of 5 days per week

TEXAS WATER DEVELOPMENT BOARD'S MISSION

Leading the state's efforts in ensuring a secure water future for Texas.

WORKING AT THE TWDB

The Texas Water Development Board (TWDB) offers a competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work alternatives so you can have a work/life balance. For more information about these benefits and more visit:

Please visit TWDB Career Page: for more information.

MILITARY EMPLOYMENT PREFERENCE

Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of 3F5X1 Administration, 42A Human Resources Specialist, 0170 Personnel Officer (Warrant), or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.

Additional Military Crosswalk information can be accessed at

Job Description Summary

Performs highly advanced (executive-level) professional assistance work for a full-time, Governor-appointed Board Member and their Chief of Staff in a dynamic, fast-moving work environment. Manages written and verbal communication between the Board, agency employees, elected officials, external stakeholders, and public and private sector entities. Coordinates and oversees a variety of management and executive-level administrative activities. Coordinates and tracks executive assignments and activities, makes travel arrangements, schedules meetings, answers calls, responds to inquiries, and works on various assignments. May train others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment with an emphasis on completing tasks proactively, accurately, and professionally. Reports to the Board Member.

Essential Job Functions

• Acts proactively to provide comprehensive and timely executive-level administrative and technical assistance.
• Maintains Board Member's daily calendar. Accurately schedules, coordinates, and prioritizes internal and external appointments and meetings.
• Responds to internal and external customer calls and inquiries regarding agency matters. Ensures timely, thorough and professional handling.
• Professionally coordinates communication between the Board Offices and Executive Administrator's Office and the offices of elected officials, business industry leaders, and other stakeholders.
• Coordinates with other Board Offices, Executive Office, and other agency offices to schedule meetings and maintain calendars, including managing transition periods. Proactively follows up with Board Member and Chief of Staff on schedule changes. Coordinates Board Member speaking requests with other Board Offices.
• Coordinates with General Counsel and Executive Offices on board meeting and work session schedules and materials needed.
• Prepares and assists with various administrative assignments and/or activities.
• Composes and prepares emails, correspondence, memos, reports, and other documents using Microsoft Office products.
• Prepares work sessions and board materials.
• Makes all travel arrangements including developing and scheduling accurate and comprehensive travel-related agendas, arrangements, and itineraries for the Board Member and Chief of Staff.
• Timely prepares and submits travel vouchers for reimbursement.
• Ensures accurate and timely submission of monthly timesheets. Reviews timesheets for accuracy and completion.
• Accurately drafts, reviews and/or finalizes correspondence.
• May prepare and revise administrative policies, procedures, standards, and methods, and provide guidance and interpretation on administrative policies and procedures.
• May arrange and participate in Board Member meetings and conferences and serve as scribe during various meetings or workshops as needed.
• Assists in budget preparation and management, including the preparation of expenditure requests for the purchase of supplies, equipment, staff travel, and other purchases and services.
• Plans and coordinates special projects as assigned.
• 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.
• Performs other duties as assigned.

Qualifications:

Minimum Qualifications

• Graduation from an accredited four-year college or university with a degree.
• Seven or more years of progressive experience in providing high-level professional assistance work to an executive, legislator, commission, or board.
• Experience preparing correspondence and/or reports for an executive.
• Experience planning, scheduling, and coordinating meetings and appointments for or with executives.
• Experience with making travel arrangements and reimbursements.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

Preferred Qualifications

• Experience preparing correspondence and/or reports for an executive, legislative office, commission, or board.
• Experience planning, scheduling, and coordinating meetings and appointments for an executive, elected official, commission, or board.
• Experience working with the Texas Legislature or Texas state agencies (internally or externally).
• Experience working with C-suite level executive.
• Experience with creating presentations in PowerPoint.
• Experience with budgets and purchasing.
• Experience writing policies and/or procedures.

Knowledge, Skills, and Abilities

• Knowledge of office management principles, practices, and standard administrative procedures.
• Knowledge of rules relating to confidential information and open records.
• Knowledge of state travel rules and regulations.
• Knowledge of state government policies, procedures, and legislative processes.
• Knowledge of budget management and processes.
• Skill in time management and planning, prioritizing, and organizing workload to meet deadlines.
• Skill in the use of Microsoft Office programs such as Outlook, Teams, Word, PowerPoint, and Excel.
• Skill in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skill in critically evaluating issues and proactively seeking solutions.
• Skill in recording meeting minutes and identifying items for follow-up action.
• Skill in the use of standard office equipment.
• Skill in preparing and maintaining accurate records, reports, and documents.
• Skill in providing excellent customer service, both internally and externally.
• Ability to work 5 days a week in office.
• Ability to handle dynamic, fast-moving work environment while managing multiple critical tasks.
• Ability to manage interactions and maintain relationships with a wide range of stakeholders around the state.
• Ability to work effectively with agency executives.
• Ability to direct and organize activities.
• 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 analyze and solve complex work problems independently.
• Ability to prepare complex correspondence, proofread, and edit.
• Ability to communicate effectively and courteously with legislators, department staff, and the general public.
• Ability to plan and schedule meetings and make travel arrangements.
• Ability to work and cooperate with others in a team environment.
• 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 stand/sit/move with no physical limitations or aids to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
• 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 days that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.
• Ability to oversee and to supervise the work of others.

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