Senior Administrative Assistant
Salary Information: A17, $5,000 - $5,372.00/MO.
State Classification: 0158 – Administrative Assistant V
FLSA Status: Nonexempt
Posting Number: 27-58839-1
HOW TO APPLY
Apply online via CAPPS Careers. Applicants applying through Work In Texas (WIT) will be required to complete additional supplemental questions, optionally provide EEO information including how you heard about the job, and provide an electronic signature in CAPPS Careers to be considered for the position.
AGENCY INFORMATION
The Texas Department of Agriculture's (TDA) Food and Nutrition Division administers 12 federal child and special nutrition and more than $2.5 billion in federal money annually used to fund the programs for the State of Texas. These programs aim to reduce hunger, encourage strong nutrition, and support local economies across Texas.
Telework Option: TDA does not offer telework, and all employees are required to be physically present for work. The agency’s core business hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday. TDA also provides limited customer service between 6:00-8:00 a.m. and 5:00-6:00 p.m.
Location: This position will report to the following TDA location: Fort Worth, TX.
JOB DESCRIPTION
WHAT YOU’LL DO: The Senior Administrative Assistant will perform advanced administrative support work for the Food and Nutrition (F&N) Division of the Texas Department of Agriculture (TDA) to contribute to the efficiency and effectiveness of the section and the agency. Your work will involve the completion of general quality assurance pertaining to agency communication style guidelines, and supporting Education Service Centers (ESCs), Food Service Management Companies (FSMC), and Contracting Entities (CEs). You will work under limited supervision with considerable latitude for the use of initiative and independent judgment.
ESSENTIAL JOB DUTIES
Coordinate and maintain daily schedules and travel arrangements for the Deputy Director of Compliance and the Director of Centralized Services; schedule travel plans and prepare and track all pre- and post- travel documents.
Provide customer service support and complete general quality reviews of information included in assigned Contracting Entity (CE) Administrative Review (AR) Notices; prepare, edit, proof, and distribute correspondence, memoranda, reports, forms, studies, and documents in compliance with agency and section processes and procedures.
Assist in the management of meetings by coordinating arrangements and agendas, maintaining a calendar of events, reserving rooms and equipment for meetings. Schedule attendees, attend meetings and take notes, and prepare meeting summaries. May assist with planning and hosting large virtual meetings with stakeholders
Submit and monitor security clearances for section staff and ESC staff including TXUNPS, DSS, WBSCM. Ensure distribution lists are maintained accurately and communicate with IT necessary updates.
Schedule and monitor employment interviews for division management, assist in preparing the interview packet, which includes the interview questions, skills exercise, and scoring matrix.
Provide assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing them to the appropriate staff. Open and sort mail and route to appropriate personnel; handle section mailboxes and division mailboxes as assigned and handle routine matters and bring urgent matters to the attention of appropriate personnel.
Provide technical assistance to staff, Contracting Entities (CEs), and other stakeholders regarding ESC Master, FSMC, the CE review notification process, TXUNPS access and general applications, and general program resource materials available to CEs via SquareMeals.org.
Support Centralized Services as appropriate. Serve as backup to F&N Division administrative support and customer service staff as needed. Assist with onboarding of division clerical staff as requested.
Maintain a tracking system(s) for monitoring office operations; assist with ordering and maintaining an adequate inventory of office supplies for the assigned TDA F&N Office; and complete purchase requests and receiving reports for the assigned TDA F&N Office. Create and maintain databases; compile statistical data; prepare various charts, graphs and written summaries; assist in preparing division reports; develop, coordinate and maintain record keeping and filing system for correspondence, forms, reports and documents in accordance with Agency Records Management Policy; and may serve as the records coordinator for an assigned TDA F&N Field Office.
Serve as or assist in serving as a receptionist for the assigned TDA F&N office, as needed; answer phone calls and greet guests to office; and take messages or refer calls to the appropriate staff.
Follow all TDA policies and procedures.
Perform other duties as assigned.
QUALIFICATIONS
To be considered for the position, applicants must submit a State of Texas Application through CAPPS Careers or WIT – experience listed on the application must state how each of the following qualifications are met:
Bachelor’s Degree (one year of work experience related to the primary responsibilities may substitute for one year of college).
Minimum five (5) years of work experience in the following (or closely related) fields: executive assistant, administrative assistant working with high-level executives, customer service specialist, or office manager.
PREFERRED QUALIFICATIONS
Professional experience working for a state of Texas agency.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of office practices and administrative procedures.
Skill in providing customer service excellence to both internal and external customers; and in the use of standard office equipment and software.
Ability to communicate effectively, both orally and in writing; to implement administrative systems and procedures; to interpret rules, regulations, policies, and procedures; to provide guidance to others; to evaluate the effectiveness of new administrative systems and procedures; to exercise sound judgment and discretion; and to maintain the highest level of confidentiality.
WORKING CONDITIONS
Physical Requirements & Working Conditions: Requires working in a normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Must be able to work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. May involve travel, occasionally overnight (up to 5%).
BENEFITS
The State of Texas offers a variety of benefits for you and your family that are comprehensive and, on average, make up about one-third of total compensation. Benefits include:
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