Director’s Executive Assistant (Executive Assistant II) - Austin

  • Posting Number: 0701-18
  • Group/Step: B19, Position 462
  • Opening Date: 07/05/18
  • Closing Date: 5 p.m. on 07/19/18
  • $47,000.04-$57,000 annually

Job Description

The Executive Assistant is selected by and responsible to the Director of Enforcement (Director), and performs advanced professional assistance work in support of the Director and the Enforcement Division’s analytics team. The work involves high level, responsible administrative and technical support as it relates to the division's operational, planning, reporting, auditing, communications, staffing, and budgetary activities. Work requires frequent contact with the public, licensees, TDLR employees, advisory board members, and representatives from other government agencies. Work is performed under limited supervision with considerable latitude for the use of initiative and independent judgment.
The position is located at the North Campus 1106 Clayton Lane Austin, TX 78723

Essential Duties

  • Provides administrative and technical assistance to the Director and the analytics team.
  • Manages calendars, meetings, travel and other activities on behalf of the Director. Stays-to-date on pending obligations of the Director, and prompts the Director as needed to ensure deadlines are met.
  • Coordinates and schedules meetings that may include Enforcement staff, personnel from other divisions, advisory board members, representatives from government agencies, and other interested members of the public. Prepares meeting agendas.
  • Plans, gathers information for, and prepares presentation materials to be used by the Director or other division staff in meetings, including advisory board meetings, Commission meetings, director meetings, division staff meetings, and industry meetings. Accompanies and assists the Director at meetings when needed.
  • Compiles, interprets and analyzes quantitative and qualitative data. Plans, gathers information for, and prepares complex reports, including statistical reports, memoranda, and non-routine correspondence and communications.
  • Prepares and submits travel vouchers, purchase requisitions, job posting requests, personnel action forms, and other routine submissions required of the Director.
  • Assists in the development, review and communication of procedures for the Enforcement Division, including procedures for the use of the division’s electronic case management system, Legal Files. Provides technical guidance and advice on administrative and procedural matters to Enforcement Division staff.
  • Assists in the development, review and updating of the Enforcement Plan and Criminal Conviction Guidelines for all programs regulated by the agency.
  • Assists in the auditing, review and reporting of the Enforcement Division’s performance measures.
  • Researches and responds to inquiries about specific enforcement cases and enforcement holds placed in licensing records, from both inside and outside the agency.
  • Answers and routes phone calls, takes messages, and greets and directs visitors to the appropriate staff.
  • Performs duties in accordance with the Complaint Resolution Procedures Manual, the Enforcement Plan and the Criminal Conviction Guidelines.
  • Consistently provides friendly, caring and professional service to all customers.
  • Demonstrates a spirit of teamwork, offering positive and constructive ideas, encouragement, and support to other members of the staff and team, while upholding the agency’s core values.
  • Complies with division and/or agency training requirements.
  • Keeps management appropriately informed of ongoing activity and critical matters affecting the operation and well-being of the agency.
  • Adheres to all Texas Department of Licensing and Regulation Personnel Policies and performs related work as assigned.

Minimum Requirements

Five years’ experience in an administrative support role is required. Administrative support or legal assistant experience in a regulatory enforcement, criminal law enforcement, or litigation law firm setting is preferred. Graduation from an accredited four-year college or university with major course work in business administration, public administration or a related field is preferred. Previous work experience with TDLR, particularly in the Enforcement Division, is preferred. Graduation from a standard senior high school or equivalent is required.

Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of 018- Personnel Administration, 01-Manpower and Administration, 36- Finance, 44-Legal Support  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

Remarks

The successful candidate will have: Knowledge of accepted business practices and procedures in a professional environment; of legal practices and terminology, and, of basic legal concepts such as jurisdiction, notice, and due process. Knowledge of basic investigative methods, rules of evidence, and agency policies and procedures relevant to investigations and enforcement; of administrative law proceedings and the associated legal documents; and, of advanced understanding of the use of case management systems and electronic databases. Skill in the use of computers and standard office equipment; advanced skill in the use of Microsoft Word, Excel, PowerPoint, Internet, e-mail, case management systems and electronic databases. Advanced skill in the use of a computer to conduct Internet research and produce memoranda, correspondence, statistical reports, and other complex documents; excellent writing skills; and excellent time management and organization skills. Ability to provide professional, grammatically correct, and substantively accurate communication in the contexts of telephone contacts, in-person contacts, and written communications; to responsibly process sensitive and confidential information; and, to handle high-level administrative issues. Ability to demonstrate independent thinking; to analyze and solve work related problems; and, to plan and manage multiple tasks or courses of action simultaneously. Ability to maintain composure and respond effectively to a fast-paced environment and rapidly changing priorities; to establish and maintain effective working relationships; and, to demonstrate TDLR’s core values.

Applications may be downloaded from the Texas Workforce Commission's web site: http://www.twc.state.tx.us/jobseekers/state-texas-application-employment#applicationFormForDownload.

Mail, email or fax applications to:

TDLR
Human Resources Office
P.O. Box 12157
Austin Texas 78711
Fax (512) 475-3377
Human.Resources@tdlr.texas.gov

Resumes will not be accepted in lieu of State Applications. Applications not completely filled out may be rejected. Only typed applications will be considered.

This job is covered by the Fair Labor Standards Act (FLSA). FLSA-eligible employees who work in excess of 40 hours in a workweek receive time off at a time-and-one-half rate as the primary method of compensation in lieu of cash payment.

TDLR IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

TDLR provides a total compensation package that enables us to attract, motivate, and retain highly skilled and talented employees, including a merit system, full use of salary ranges, performance awards, retention and recruitment bonuses.

TDLR participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.

In compliance with the Americans with Disabilities Act (ADA), TDLR will provide reasonable accommodation during the hiring and selection process for individuals with a disability. If you need assistance completing the application, contact TDLR Human Resources at 512-463-7184. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

TEXAS DEPARTMENT OF LICENSING & REGULATION
920 Colorado, 1st Floor
Austin, Texas 78701
(512) 463-7184
Human.Resources@tdlr.texas.gov


Benefits Available to TDLR Employees

In addition to a positive and supportive work environment, The Texas Department of Licensing and Regulation offers a strong benefits package.

  • State-paid health and life insurance plans for you;
  • Optional dental plan and health insurance for your family members;
  • State retirement matching contribution;
  • Optional 401K and 457 Plans;
  • Flexible health and dependent day care accounts;
  • Optional term life insurance for you and your dependents;
  • Short and long term disability insurance for you;
  • Voluntary AD&D insurance;
  • Retirement through the Employees Retirement System (ERS);
  • Long Term Care Insurance;
  • Longevity Pay;
  • Direct Deposit;
  • Optional after tax-contributions to a 529 Texas College Investment Plan;
  • Paid sick leave accrues from your first day at work;
  • Sick Leave Pool for catastrophic illnesses and injuries;
  • Workers’ Compensation;
  • Family Medical Leave;
  • Military Leave;
  • Jury Duty Leave;
  • Smoke-free workplace;
  • Confidential and personalized Employee Assistance Program services;
  • Tuition Reimbursement Program;
  • Career Paths that ensure professional growth and advancement within the agency;
  • On-the-job and cross-training to develop job related skills and enrich professional growth;
  • Wellness programs and activities such as yoga and massage therapy;
  • Employee and family-friendly workplace;
  • Flexible/Compressed work schedules;
  • Paid vacation accrues from your first day worked;
  • Active charitable employee associations;
  • Length of Service awards;
  • Generous holiday schedule;
  • Employee Recognition Programs;
  • Casual dress; and
  • A progressive agency culture that promotes open communication, efficiency, transparency and trust.

Staff Compensation Information, as required by Government Code, Section 659.026.