Executive Assistant (53758)

Executive Assistant

ERS is seeking an Executive Assistant to perform highly complex (senior-level) professional assistance work for Customer Benefits leadership. Work involves coordinating and overseeing high-level administrative operations and projects for the division. Works under limited supervision with considerable latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise and / or assist others in performing work of greater complexity. Maintains a high level of discretion working with confidential employee and member information.

Essential Responsibilities include, but are not limited to :

• Performs tasks associated with division operational budget items, including but not limited to :
• Requisitions
• Budget transfers
• Purchase order change requests
• Invoice payment approvals and reconciliation
• Monthly budget reporting
• May assist with annual budget planning
• Carries out administrative duties for various division-wide initiatives
• Coordinates with internal departments and other divisions on Public Information Act requests, Open Records Requests and subpoena requests and ensures that information requested is provided timely
• Point of contact for notary renewal applications / new applications
• Registers leadership and staff for conferences and seminars, as needed
• Serves as Travel Administrator for the division; processes travel arrangements for division staff, reviews travel expenses for eligibility and manages division use of travel software
• Prepares administrative communications, as needed
• Acts as liaison to Operations, ensuring equipment is functional and safety measures are in place
• Carries out administrative duties for personnel related tasks
• Reviews personnel actions and justification letters to ensure accuracy, coordinates routing through e-signature solution for approvals and tracks deadlines
• Enters personnel related actions, requests to post vacant positions and recommendations to hire in budgeting software to ensure items pass budget check
• Coordinates the movement of people and equipment to new office space configurations
• Carries out administrative duties for Customer Benefits leadership :
• Maintains files and records related to SharePoint
• Formats, proofs, and finalizes division documentation and reporting
• Maintains and tracks contract files, policy documents and Legal Services Requests for the division

Other Duties and Responsibilities :

Required Minimum Qualifications : Your application for employment must reflect how you meet each of the following minimum qualifications :

1. Graduation from an accredited four-year college or university with a degree in business administration or a related field. Qualifying experience beyond the minimum required may substitute for education.

2. Two (2) years of experience providing administrative support to a high-level manager. Qualifying experience may include the following :

3. Two (2) years of experience monitoring an operating budget. Qualifying experience may include the following :

Preferred Qualifications : Your application for employment should reflect how you meet the following preferred qualifications :

Please Note : All applications should contain complete job history entries, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

Other Information : In accordance with state law, authorization for telework may not be awarded to an employee as a condition of hiring. As an agency process, new employees complete a 30 day fully onsite period before evaluation for a telework agreement. This position may require access to privileged, confidential, or sensitive data. ERS will conduct either a TXDPS or FBI criminal history check on all new hires. For more information about this policy inquiries can be made to employment@ers.texas.gov. Please note : Internal applicants in the same salary group and classification as the posted position are eligible to receive an increase in salary where applicable up to the posted maximum.