OAG - Executive Administration | Manager III | 27-0010

GENERAL DESCRIPTION

The Executive Administration Division is seeking a Manager III whose work will involve complex (senior-level) managerial work administering the daily operations and activities for the Executive Administration Division of the Office of the Attorney General (OAG).  Work involves managing general operational activities for the Executive Administration Deputies.  , including assisting in the implementation of division goals and objectives; coordinating schedules, priorities, and standards for achieving division goals; coordinating division activities; and developing, evaluating, and monitoring budget requests and expenditures.

The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas.  As the State's law firm, the OAG provides exemplary legal representation in diverse areas of law.  OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.  The position headquarters is in Austin, the scenic and lively capital of Texas.

ESSENTIAL POSITION FUNCTIONS

• Assist Executive Deputies with administrative duties, including maintaining calendars using Outlook; scheduling meetings and appointments; and analyzing correspondence to determine necessary actions. 
• Provide administrative and operational support to the Office Manager for Executive Administration, assisting daily office functions, coordination of activities, and other duties as assigned.
• Prepare and/or process personnel actions;
• Preparing Executive Approval Memorandums (EAM);
• Prepare and/or process purchase requisitions and procurement of office supplies;
• Coordinate computer and telecommunications system needs with Data Services or ITS staff;
• Coordinates official state business travel, including making travel arrangements and preparing and processing travel requests and reimbursement vouchers.
• Attend office manager meetings and training;
• Creates, compiles, tracks, and submits various reports.
• Function as Records Retention Liaison for the division; create, organize, and maintain accurate record keeping and filing systems in compliance with the agency's records retention schedule and records management requirements
• Function as Inventory Liaison to update and track division inventory, including reviewing fixed assets and other inventory items to ensure inventory is always accountable and reconcile annual/bi-monthly inventory reports
• Function as Public Information Coordinator Liaison for the division; coordinate and respond to requests for public information and assist with gathering, reviewing, and submitting responsive information in accordance with agency requirements.
• Perform related work as assigned
• Ensure security and confidentiality of sensitive and/or protected information
• Maintain relevant knowledge necessary to perform essential job functions
   

MINIMUM QUALIFICATIONS

• Education: Graduation from high school or equivalent
• Education: Bachelor's degree from an accredited college or university; experience in the following (or closely related) fields may be substituted for the required education on a year-for-year basis: Office Management; Executive Assistance; Legal Assistant or Paralegal Practice 
• Experience: Eight years of full-time experience working in the following (or closely related) fields: Office Management; Executive Assistance; Legal Assistant or Paralegal Practice
• Knowledge of general office practices, administrative procedures, applicable rules, regulations, policies, and related legislative practices and procedures
• Skill in using logic and reasoning to identify strengths and weaknesses of alternative solutions or approaches to problems
• Skill in exercising sound judgment and effective decision making
• Skill in handling multiple tasks, prioritizing, and meeting tight deadlines
• Skill in effective oral and written communication
• Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG workspace within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) when scheduled for in-person work. 
• Ability to telework on an ad hoc basis, when authorized, and ensure the availability of a secure internet connection at the designated telework location.
• Ability to maintain appropriate levels of confidentiality regarding division personnel, budget and other sensitive information.
• Ability to receive and respond positively to constructive feedback
• Ability to work cooperatively with others in a professional office environment
• Ability to supervise, mentor, and train employees
• Ability to arrange for personal transportation for business-related travel
• Ability to work more than 40 hours as needed and in compliance with the FLSA
• Ability to lift and relocate 30 lbs.
• Ability to travel (including overnight travel) up to 5% 
   

PREFERRED QUALIFICATIONS

• Experience: Working in a fast-paced legal environment
• Experience: Nine or more years of full-time experience working as an office manager, executive assistant, legal assistant, or paralegal in a law office or with a government agency.
• Knowledge in the following software: Microsoft Office 365, Adobe Acrobat, Advanced Excel, PowerPoint, SharePoint, DocuSign, and CAPPS Financial (Centralized Accounting and Payroll/Personnel System)

TO APPLY  

To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at   

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf

THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER