Executive Assistant I - Assistant to Chaplaincy and Volunteer Services Divi at Texas Department of Criminal Justice

Huntsville, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

07 Jul, 26

Salary

0.0

Posted On

08 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Supervision, Microsoft Office Suite, Record keeping, Budget preparation, Policy formulation, Technical writing, Meeting coordination, Communication, Problem-solving, Data analysis, Clerical operations, Computer operations, Liaison management, Document preparation

Industry

Government Administration

Description

I. Job Summary Performs complex professional assistance work for an agency executive. Work involves coordinating high-level administrative operations of the division; and supervising the work of others. Works under general supervision with moderate latitude for the use of initiative and independent judgment. II. Essential Functions A. Provides administrative and technical assistance to the Chaplaincy and Volunteer Services Division Director; reviews administrative practices and programs and assists in formulating policies; assists in planning, preparing, and overseeing the preparation of correspondence, reports, and other documents; and advises agency staff on administrative matters. B. Establishes and maintains liaison with agency departments and divisions, other agencies and organizations, legislative staff, and the public; and interprets and responds to requests for information. C. Communicates administrative procedures, standards, and methods; prepares and maintains manuals and publications; assists in budget preparation; and establishes and coordinates filing, record keeping, and records management systems. D. Plans and schedules meetings and conferences and prepares agendas; and makes travel arrangements and prepares related documentation. E. Supervises the work of others. * Performs a variety of marginal duties not listed, to be determined and assigned as needed. III. Minimum Qualifications A. Education, Experience, and Training 1. Bachelor's degree from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE). Major course work in Business Administration, Public Administration, or a related field preferred. Each year of experience as described below in excess of the required three years may be substituted for thirty semester hours from an accredited college or university on a year-for-year basis. 2. Three years full-time, wage-earning clerical, secretarial, administrative support, or technical program support experience. 3. Two years full-time, wage-earning computer operations experience. 4. Experience in the supervision of employees preferred. 5. Experience in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred. B. Knowledge and Skills 1. Knowledge of office practices and procedures. 2. Knowledge of applicable state and federal laws, rules, regulations, and statutes. 3. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred. 4. Skill to communicate ideas and instructions clearly and concisely. 5. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public. 6. Skill to interpret and apply rules, regulations, policies, and procedures. 7. Skill in administrative problem-solving techniques. 8. Skill in the use of computers and related equipment in a stand-alone or local area network environment. 9. Skill to develop and evaluate administrative policies and procedures. 10. Skill to review technical data and prepare technical reports. 11. Skill to plan and coordinate meetings. 12. Skill to prepare and maintain accurate records, files, and reports. 13. Skill to train and supervise employees. 14. Skill to type 45 words per minute (with no more than 10 errors) preferred. IV. Additional Requirements with or without Reasonable Accommodation A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment. B. Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane. C. Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, dolly, telephone, and automobile.

Responsibilities

The Executive Assistant provides high-level administrative and technical support to the Division Director, including policy formulation and budget preparation. They are also responsible for supervising staff, coordinating office operations, and maintaining liaison with various internal and external stakeholders.