Job descriptionEssential Functions
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.
Seeking experienced Executive Assistant to perform highly complex (senior-level) professional assistance work for the Finance Division. Work involves high level administrative duties including: coordinating and scheduling meetings; assisting with the development, publication and distribution of high profile reports; preparation of personnel actions, correspondence and requisitions. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Directly reports to the Chief Financial Officer.
Essential Functions includes, but is not limited to :
Completes a broad variety of administrative tasks for members of the Finance Division including the Chief Financial Officer, Assistant Directors of Finance, Finance Managers and Finance Division staff.
Manages an active calendar of appointments; completes expense reports; composes and prepares personnel actions and correspondence that are sometimes confidential.
Creates and maintains files, coordinates meetings, arranges travel plans, itineraries, and agendas; coordinates conference registrations and answers phone calls.
Assists in the development or may develop, publication and distribution of high profile reports such as the Operating Budget, Legislative Appropriation Request, Strategic Plan.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Finance Division, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Schedules, and prioritizes meetings, appointments, and special events; reserves meeting sites; coordinates travel arrangements; contacts and confirms appointments and meetings; prepare agendas; and takes minutes as necessary.
Prepares reports and other material by collecting and analyzing information.
Provides historical reference by developing and utilizing filing and retrieval systems.
Maintains office supply inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipts of supplies.
Serves as the Finance Division Travel Coordinator and Records Coordinator.
Coordinates travel arrangements, itineraries, agendas, and coordinates conference registrations for the Finance Division.
Assist in budget preparation and management, including the preparation of expenditure requests for the purchase of office supplies, equipment, staff travel, and other purchases and services.
Assists with the development/maintenance of or may develop and review Finance Division administrative procedures.
Assists with the setup of vendors in the Uniform Statewide Accounting System (USAS) and the PeopleSoft Financials ledger.
Required Minimum Qualifications
Your application for employment must reflect how you meet each of the following minimum qualifications:
Graduation from an accredited four-year college or university. Each year of related experience over the required minimum may be substituted for one year (30 semester hours) of required college credit.
Four (4) years of administrative support experience supporting a senior management position and the management team. Qualifying experience must include:
Drafting correspondence and other materials
Scheduling and maintaining meeting calendars
Interaction with business professionals and the general public
Experience adhering to protocols with discretion on confidential or sensitive matters
Three (3) years’ professional work experience using Microsoft Office suite software including Outlook, Word, Excel, PowerPoint.
Your application for employment should reflect how you meet the following preferred qualifications:
Course work from an accredited college in Business Administration, Management or Finance.
Experience with SharePoint and Adobe Pro.
Experience with ERS or another state government entity.
ERS offers a hybrid work schedule. Work in an office environment with opportunities to work remotely. 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] .
How to Apply: Submit an ERS Internal Application with an ERS Qualifications Form & other required materials, if any, to the ERS, Human Resources Office by 5 p.m. CST on the closing date. Resumes will be accepted only as supplements to an application. 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
Fax: (512) 867-3161 Relay Texas TDD: (800) 735-2989
Military Occupational Specialty (MOS) 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.
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