Executive Assistant I - Assistant to Facilities Director - Facilities - Huntsvil
Texas Department of Criminal Justice TX, Huntsville, Texas, United States, 77340
Executive Assistant I - Assistant to Facilities Director
Performs complex professional assistance work for an agency executive. Work involves providing a wide variety of high-level administrative support including managing day-to-day activities of an executive. Works under general supervision with moderate latitude for the use of initiative and independent judgment. A. Provides administrative and technical assistance to the Director of the Facilities Division; reviews reports, analyses, and other documents; investigates and conducts research; and provides technical guidance and advice to the agency executive on administrative matters. B. Assists in planning, preparing, and overseeing the preparation of correspondence, reports, manuals, publications, and other documents; prepares recommendations and proposed responses; assists in budget preparation; and establishes and coordinates filing, record keeping, and records management systems. C. Coordinates work with agency departments and divisions, other agencies, organizations, legislative staff, and the public; establishes and maintains liaison with agency staff, other agencies, organizations, legislators, and the public; and interprets and responds to requests for information. D. Plans and schedules meetings and conferences; prepares agendas and related documents; and makes travel arrangements and prepares documentation. E. Provides technical assistance to support staff. * Performs a variety of marginal duties not listed, to be determined and assigned as needed. 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, Criminal Justice, or a related field preferred. Each year of experience as described below in excess of the required one year may be substituted for fifteen semester hours from an accredited college or university for each six-month increment of experience. 2. One year full-time, wage-earning secretarial, administrative support, technical program support, or program administration experience. 3. Computer operations experience 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 business terminology, spelling, punctuation, and grammar. 4. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred. 5. Skill to communicate ideas and instructions clearly and concisely. 6. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public. 7. Skill to interpret and apply rules, regulations, policies, and procedures. 8. Skill in administrative problem-solving techniques. 9. Skill in the use of computers and related equipment in a stand-alone or local area network environment. 10. Skill to plan and coordinate meetings. 11. Skill to prepare and maintain accurate records, files, and reports. 12. Skill to review technical data and prepare technical reports. 13. Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs. 14. Skill to type 55 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, 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, telephone, dolly, and automobile.
Performs complex professional assistance work for an agency executive. Work involves providing a wide variety of high-level administrative support including managing day-to-day activities of an executive. Works under general supervision with moderate latitude for the use of initiative and independent judgment. A. Provides administrative and technical assistance to the Director of the Facilities Division; reviews reports, analyses, and other documents; investigates and conducts research; and provides technical guidance and advice to the agency executive on administrative matters. B. Assists in planning, preparing, and overseeing the preparation of correspondence, reports, manuals, publications, and other documents; prepares recommendations and proposed responses; assists in budget preparation; and establishes and coordinates filing, record keeping, and records management systems. C. Coordinates work with agency departments and divisions, other agencies, organizations, legislative staff, and the public; establishes and maintains liaison with agency staff, other agencies, organizations, legislators, and the public; and interprets and responds to requests for information. D. Plans and schedules meetings and conferences; prepares agendas and related documents; and makes travel arrangements and prepares documentation. E. Provides technical assistance to support staff. * Performs a variety of marginal duties not listed, to be determined and assigned as needed. 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, Criminal Justice, or a related field preferred. Each year of experience as described below in excess of the required one year may be substituted for fifteen semester hours from an accredited college or university for each six-month increment of experience. 2. One year full-time, wage-earning secretarial, administrative support, technical program support, or program administration experience. 3. Computer operations experience 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 business terminology, spelling, punctuation, and grammar. 4. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred. 5. Skill to communicate ideas and instructions clearly and concisely. 6. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public. 7. Skill to interpret and apply rules, regulations, policies, and procedures. 8. Skill in administrative problem-solving techniques. 9. Skill in the use of computers and related equipment in a stand-alone or local area network environment. 10. Skill to plan and coordinate meetings. 11. Skill to prepare and maintain accurate records, files, and reports. 12. Skill to review technical data and prepare technical reports. 13. Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs. 14. Skill to type 55 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, 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, telephone, dolly, and automobile.