ERS - Executive Assistant

Our mission is simply stated: ERS offers competitive benefits to enhance the lives of its members. Each team member across the agency contributes to our ongoing success. ERS is open for business five days a week, 8:00 am to 5:00 pm, to meet customers where they need us: in person, on the phone, in their communities, and online. ERS currently offers opportunities that include flexible work schedules.

ERS is seeking an Executive Assistant to perform highly complex (senior-level) professional assistance work for Benefits Communications leadership and staff. 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. May occasionally 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 and purchasing, including but not limited to:

• Requisitions 
• Budget transfers
• Purchase order change requests
• Invoice payment approvals and reconciliation
• Routine budget reporting
• Assistance with annual budget planning

Carries out administrative duties for various division-wide initiatives

• Provides support and coordination for internal meetings, scheduling and shared calendars 
• Assists with updates to and maintenance of division¿s intranet pages
• 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 helps with their submission, and manages division use of travel software
• Prepares administrative communications, as needed
• Acts as liaison to Operations Support and, as needed, Information Systems divisions, ensuring equipment is functional, and safety and security measures are in place
• Reviews personnel actions and justification letters to ensure accuracy, coordinates routing through e-signature solution for approvals and tracks deadlines
• Enters personnel-related actions, and 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 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, and 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 division leadership and staff:

• Serves as division records retention coordinator, maintaining files and records in SharePoint, Teams and, as needed, other platforms in compliance with records retention policies
• Formats, proofs and finalizes division documentation and reporting
• Maintains and tracks contract files, policy documents and Legal Services Requests for the division
• Prepares documents in DocuSign to route for approvals
• Proofreads member and internal communications
• Coordinates with internal and external printing services and other external vendors
• Monitors group email boxes, forwards messages to appropriate ERS staff, and tracks responses and other follow-up
• Serves as the division¿s representative on ERS¿s internal employee engagement committee
• Assists with coordination of internal and external events, including scheduling agency leadership and other participants, booking venues and assisting with outreach to speakers and exhibitors
• May work with division staff to compile and track metrics, including survey results, analytics and other data for charts, graphs and tables. May help prepare data reports and presentations
• May assist with maintenance of photo and image files and with scheduling photo shoots

Supports administration of the division¿s core functions of member and employee communications: 

• Proofreads member and internal communications
• Coordinates with internal and external printing services and other external vendors
• Monitors group email boxes, forwards messages to appropriate ERS staff, and tracks responses and other follow-up
• Serves as the division¿s representative on ERS¿s internal employee engagement committee
• Assists with coordination of internal and external events, including scheduling agency leadership and other participants, booking venues and assisting with outreach to speakers and exhibitors
• May work with division staff to compile and track metrics, including survey results, analytics and other data for charts, graphs and tables. May help prepare data reports and presentations
• May assist with maintenance of photo and image files and with scheduling photo shoots

Other Duties and Responsibilities:

• Serves as the division point of contact for Open Records Requests.

• May train staff on division or enterprise resources, platforms, policies and procedures.

• Performs other duties as assigned.

• Attends work regularly in accordance with agency leave and attendance policies.

• Complies with all applicable agency policies and procedures, including safety and standards of conduct.

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 and/or group. Qualifying experience may include the following: 

   1. Coordinating and implementing routine and non-routine administrative projects

   2. Coordinating tasks with others

   3. Setting up and maintaining complex records and files

   4. Handling information of a confidential nature

   5. Researching and extracting data using a computer

   6. Using M365 and MS Office products such as Word, Excel and/or Teams

   7. Acting as a liaison while coordinating information in and out of the divisional area

3. Two (2) years of experience supporting budget, purchasing, travel, and/or other financial administrative functions

4. Two (2) years of experience proofreading, reviewing, or editing documents for accuracy and completeness

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

1. Prefer experience with the following programs, systems and apps, within the last five years:

2. Microsoft SharePoint and Microsoft Teams

3. Prefer experience with Adobe Pro

4. Prefer experience with SAP Concur Travel Expense System

5. Prefer experience with CAPPS Financials

6. Prefer experience with Anaplan

7. Prefer experience with DocuSign

8. Prefer experience with ERS or another state government entity

Additional information:

Selected candidates may be required to complete a skills assessment to evaluate proficiency.

PLEASE NOTE: All submissions should contain complete job history entries, which includes job title, dates of employment, name of employer, and a description of duties performed as related to the position you are applying for. Resumes lacking sufficient detail, such as a summary of experience in lieu of progression of work history may not meet minimum qualifications.

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 [email protected]. 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.

ERS does not sponsor or assume sponsorship of an employment visa at any time.

Military Occupational Specialty Codes:

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Human Resources at [email protected] with questions or for additional information.

How to Apply: Interested in joining the ERS team? Apply online through the CAPPS Careers website by completing and submitting the State of Texas Application for Employment. 

Please use the link below to create your CAPPS account and build your profile by selecting ¿New User.¿

• https://erphcmprd.cpa.texas.gov/psc/candidateportal/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?FOCUS=Applicant&SiteId=327&

• Once your profile is complete, click on ¿View All Jobs¿ to view available career opportunities and submit your application.

Applications submitted through Work in Texas:

If you apply for an ERS position via Work in Texas https://www.workintexas.com/vosnet/Default.aspx, you will also need to complete a supplemental questions form. For more details, refer to the instructions in the email you receive.

Please contact a Human Resources representative if you need assistance or require accommodation during the application process.

Email: [email protected]         

Web: www.ers.texas.gov 

Relay Texas TDD: (800) 735-2989

LinkedIn: https://www.linkedin.com/company/employees-retirement-system-of-texas/