SENIOR ADMINISTRATIVE ASSISTANT

(Program Support/Administrative Assistant/Receptionist)

Salary Information:$4,950.00 - $5,372.00 / MO. – A17

State Classification:Administrative Assistant V - 0158

FLSA Status: Nonexempt

Posting Number:26-58762-1R

Location:Austin, Dallas, Houston, Lubbock, and San Juan, TX

HOW TO APPLY

Apply online via CAPPSApplicants 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 the CAPPS Career Section to be considered for the position.

WHO ARE WE

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.

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 the School Operations Administrative and Procurement review process. You will work under limited supervision with considerable latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES

Coordinate and maintain daily schedules for SOP management and travel arrangements for Director. Prepare and track all pre and post travel documents for employees of the section.

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, reports, forms, studies, and documents in compliance with agency and section processes and procedures.

Assist in the management of meetings, reserve rooms, and equipment for meetings. Schedule attendees and send invites for meetings, attend meetings, and prepare meeting summaries.

Submit and monitor security clearances for section 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 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/REQUIREMENTS FOR THE POSITION (To be considered for the position, applicants must submit a State of Texas Application through CAPPS or WIT – experience listed on the application and/or resume 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 ’ 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.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

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%).

TELEWORK & WORK HOURS

The agency does not offer telework. TDA 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.

H-1B Visa Sponsorship

We are unable to sponsor or take over sponsorship of an employment Visa.

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:

üRetirement Plan

üPaid Group Health & Life Insurance for employees

üPaid Holidays

üPaid Vacation Leave

üPaid Sick Leave

üLongevity Pay

üDental

üVision

üDependent Optional Life Insurance

üVoluntary AD&D Insurance

üDependent Health & Life Insurance

üHealth & Dependent care flexible spending accounts

Only candidates selected for an interview will be contacted. A skills exercise may be conducted at the time of the interview.

Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Careers Section, you may check the status of your application by accessing your profile and selecting My Jobpage and then selecting My Submissions. To be considered for the position, applicants must complete additional supplemental questions, optionally provide EEO information including how you heard about the job, and provide an electronic signature in the CAPPS Career Section.

*A valid government-issued driver’s license, which is recognized by the Texas Department of Public Safety and in good standing, and an acceptable driving record are required. TDA will verify this information with the Texas Department of Public Safety. Applicants with a driver’s license not issued by the State of Texas should obtain and be prepared to provide a copy of their current driving record on or before their first day

Background Checks: A criminal conviction records check is required for applicants who are selected for a position.

**Foreign Credentials: upload an evaluation of your coursework if you have obtained a degree(s) from a school outside of the United States; otherwise, we cannot give you credit for your degree. Some organizations that provide evaluation services are:

Foreign Credential Services of America

1910 Justin Lane, Austin, TX 78757-2411
Phone: 512-459-8428

SpanTran: The Evaluation Company

2400 Augusta Drive, Suite 451 Houston, TX 77057
Phone: 713-266-8805

Global Credential Evaluators, Inc.

P.O. Box 9203 College Station, TX 77842
Phone: 512-528-0908

Equal Employment Opportunity (EEO):TDA is an equal employment opportunity (EEO) employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, military status, or protected activity.

Reasonable Accommodations: If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview or an HR representative at 512-463-7423. Whenever possible, please give the hiring or HR representative sufficient time to consider and respond to your request.

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

Military and Former Foster Child Employment Preference: TDA complies with the provisions of the veterans and former foster child employment preference acts. Please contact our Human Resources-Veterans Liaison at (512) 463-7454 for assistance.

Go to https://texasskillstowork.com/, https://www.onetonline.org/, or http://www.careeronestop.org/ for assistance in translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.

Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Administrative SupportMOS Codes.