Executive Assistant I - Assistant to Internal Audit Division Director
About this role
I. JOB SUMMARY
Performs complex professional assistance work for the Internal Audit Division Director. Work
involves coordinating high-level administrative support including managing the day-to-day activities
of an executive. Works under general supervision with moderate latitude for the use of initiative and
independent judgment.
II. ESSENTIAL FUNCTIONS
A. Provides technical administrative assistance to an agency executive; reviews work content to
develop effective administrative practices and assists in formulating policies to improve services
provided by the agency; assists in planning and preparing reports; and advises agency
executive on administrative matters.
B. Establishes and maintains liaison with other departments, divisions, agencies, organizations,
legislators, staff, and the public; and interprets and responds to requests for information.
C. Communicates administrative procedures, standards, and methods; assists in preparing
manuals and publications; assists in budget preparation; and establishes and coordinates record
keeping and filing systems.
D. Plans and schedules meetings and conferences and prepares agendas; makes travel
arrangements and prepares related documentation; and coordinates work with other
governmental agencies, legislators, and the public.
* Performs a variety of marginal duties not listed, to be determined and assigned as needed.
III. MINIMUM QUALIFICATIONS
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 administrative support, secretarial, or technical program
support experience.
3. Computer operations experience preferred.
4. Experience in the use of Microsoft Office Suite or equivalent to include word processing,
spreadsheet, database, or presentation software programs 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 agency and departmental organizational structure, policies, procedures,
rules, and regulations preferred.
4. Skill to communicate ideas and instructions clearly and concisely.
5. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the
public.
6. Skill to interpret and apply rules, regulations, policies, and procedures.
7. Skill in administrative problem-solving techniques.
8. Skill in the use of computers and related equipment in a stand-alone or local area network
environment.
9. Skill to develop and evaluate administrative policies and procedures.
10. Skill to review technical data and prepare technical reports.
11. Skill to plan and coordinate meetings.
12. Skill in the electronic transmission of communications.
13. Skill to prepare and maintain accurate records, files, and reports.
14. Skill to type 45 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.
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Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete
If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.
Only candidates selected for an interview will be contacted.
*Outside applicants will be required to submit to pre-employment drug testing as a condition of employment.*
Questions regarding this posting may be directed to:
Lourdes Araiza
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The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.