APPLICATIONS SHOULD BE FILED ONLINE THROUGH CAPPS RECRUIT AT:
https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00027822

APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS:
Applicants may submit applications through Work In Texas (WIT), however applicants must complete the supplemental questions in CAPPS Recruit to be considered for the position. In order to complete the supplemental questions, please register and/or login to CAPPS Recruit and access your profile. Go to CAPPS Recruit to Sign In (Link: https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en)

Your job application must be complete and thorough including responding to all the supplemental questions. Your application must contain complete job histories, which includes job titles, dates of employment, name of employer and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

NOTES TO THE APPLICANT:

TMD State Employees support the Texas Military Department by delivering critical services that enable the agency to meet its strategic goals.

Military membership is not required for this position.

ABOUT US:

Our Agency: The Texas Military Department (TMD) is commanded by The Adjutant General of Texas, the state's senior military official appointed by the governor, and is comprised of the Texas Military Department (State & Federal Civilian Employees), the Texas Army National Guard (TXARNG), the Texas Air National Guard (TXANG) and the Texas State Guard (TXSG).

Our Vision: America’s premier state military organization comprised of professional mission-ready forces, fully engaged with our communities, and relevant through the 21st century.

Our Mission: Provide the Governor and the President with ready forces in support of state and federal authorities at home and abroad.

BRIEF POSITION SUMMARY

Executive Assistant I

Performs complex (journey-level) professional assistance work for the Office of the General Counsel (OGC). Assists the OGC with the execution of legal administrative operations. Work involves ensuring office administrative tasks are accurately received, processed, staffed, and tracked. Reports to the General Counsel and works under general supervision, with moderate latitude for use of initiative and independent judgment on specified tasks.

Executive Assistant II

Performs highly complex (senior-level) professional assistance work for the Office of the General Counsel (OGC). Directly oversees command level administrative operations of the OGC. Work involves overseeing high-level administrative operations within the OGC. Reports to the General Counsel and works under limited supervision, with considerable moderate latitude for use of initiative and independent judgment.

Executive Assistant III

Performs advanced (senior-level) professional assistance work for the Office of the General Counsel (OGC). Directly oversees command level administrative operations of the OGC. Work involves overseeing high-level administrative operations within the OGC. Reports to the General Counsel and works under limited supervision, with considerable latitude for use of initiative and independent judgment.

WORK HOURS: Monday – Friday, 8 hours a day, 40 hours a week

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

Executive Assistant I

• Provides administrative and technical assistance to the General Counsel, Deputy General Counsel, and OGC employees;
• Oversees the handling of confidential correspondence, documents, reports and meeting minutes and maintains appropriate files.
• Receives, scans, and tracks correspondence;
• Manages mail and correspondence received in and/or directed to the OGC;
• Provides daily receptionist duties;
• Monitors signature items for timeliness and accuracy;
• Manages Defense Travel System (DTS) orders and voucher requirements for the General Counsel, Deputy General Counsel, and others as required;
• May perform duties as a certifying official, DTS, Government Travel Card APC and TCO/WTCO duties for OGC as needed;
• Assists with travel itineraries and voucher submission for domestic and international travel for the General Counsel and Deputy General Counsel;
• Maintains and reports help desk assistance to include all communications and automation applications;
• Assists in preparing job announcements as needed;
• Manages calendars, meetings, and activities with other governmental agencies, executives and organizations on behalf of the General Counsel and Deputy General Counsel;
• Prepares notices and agendas for all meetings that the General Counsel or the Deputy General Counsel will attend;
• Communicates with local, state, and federal military and interagency officials on behalf of the General Counsel;
• Ensures “read ahead materials” are provided to the General Counsel and Deputy General Counsel prior to meetings and engagements;
• Stores and updates OGC extensive business and private contact lists;
• Maintains OGC telephone, government phones, and desktop services;
• Assists in maintaining inventory within the office on computer equipment and office furniture;
• Assists in ordering business cards and similar items as needed;
• Assists in video and bridge teleconference briefings/set-ups;
• Coordinates personnel and VIP meetings, both internal and external;
• Greets and hosts VIP’s and office visitors;
• Screens all visitors and telephone calls to control interruptions and maintain appropriate access;
• Performs related work as assigned.
• Attends work regularly and observes approved work hours in accordance with agency state employee policies and procedures handbook.
• May be required to perform duty in support of national emergencies, disasters, and other missions, to include on holiday and weekends.

Executive Assistant II

• Provides administrative and technical assistance to OGC employees;
• Oversees the handling of confidential correspondence, documents, reports and meeting minutes and maintains appropriate files.
• Receives, scans, and tracks correspondence;
• Manages mail and correspondence received in and/or directed to the OGC;
• Provides daily receptionist duties;
• Monitors signature items for timeliness and accuracy;
• Manages Defense Travel System (DTS) orders and voucher requirements for the General Counsel, Deputy General Counsel, and others as required;
• May perform certifying official duties, DTS, Government Travel Card APC and TCO/WTCO duties for OGC as needed;
• Provides assistance with complex travel itineraries for domestic and international travel;
• Maintains and reports help desk assistance to include all communications and automation applications;
• Assists in preparing job announcements as needed;
• Manages calendars, meetings, and activities with other governmental agencies, executives and organizations on behalf of the General Counsel;
• Prepares notices and agendas for all meetings that the General Counsel will attend;
• Communicates with local, state, and federal military and interagency officials on behalf of the General Counsel;
• Ensures “read ahead materials” are provided to the General Counsel and Deputy prior to meetings and engagements;
• Assists with maintaining extensive business and private contacts;
• Maintains OGC telephone, government phones, and desktop services;
• Assists in maintaining inventory within the office on computer equipment and office furniture;
• Assists in ordering business cards and similar items as needed;
• Assists in video and bridge teleconference briefings/set-ups;
• Coordinates personnel and VIP meetings, both internal and external;
• Greets and hosts VIP’s and office visitors;
• Screens all visitors and telephone calls to control interruptions and maintain appropriate access;
• Performs related work as assigned
• Attends work regularly and observes approved work hours in accordance with agency state employee policies & procedures handbook
• May be required to perform duty in support of national emergencies, disasters, and other missions, to include on holidays and weekends

Executive Assistant III

• Provides administrative and technical assistance to OGC employees;
• Provides technical guidance and advice on administrative matters to the General Counsel;
• Oversees the handling of confidential correspondence, documents, reports and meeting minutes and maintains appropriate files;
• Receives, scans, and tracks correspondence;
• Manages mail and correspondence received in and/or directed to the OGC;
• Assists OGC officers with human resource management actions
• Provides daily receptionist duties;
• Monitors signature items for timeliness and accuracy;
• Manages Defense Travel System (DTS) orders and voucher requirements for the General Counsel, Deputy General Counsel, and others as required;
• Performs certifying official, DTS, Government Travel Card APC and TCO/WTCO duties for OGC;
• Handles complex travel itineraries for domestic and international travel;
• Maintains and reports help desk assistance to include all communications and automation applications;
• Assists in preparing job announcements as needed;
• Provides assistance with hiring board preparation, as either Subject Matter Expert (SME) or recorder;
• Manages calendars, meetings, and activities with other governmental agencies, executives and organizations on behalf of the General Counsel;
• Prepares notices and agendas for all meetings that the General Counsel will attend;
• Communicates with local, state, and federal military and interagency officials on behalf of the General Counsel;
• Ensures “read ahead materials” are provided to the General Counsel and Deputy prior to meetings and engagements;
• Maintains extensive business and private contacts;
• Maintains OGC telephone, government phones, and desktop services;
• Maintains inventory within the office on computer equipment and office furniture;
• Assists in ordering business cards and similar items as needed;
• Coordinates and assists with video and bridge teleconference briefings/set-ups;
• Coordinates personnel and VIP meetings, both internal and external;
• Greets and hosts VIP’s and office visitors;
• Screens all visitors and telephone calls to control interruptions and maintain appropriate access;
• Performs related work as assigned.

MINIMUM QUALIFICATIONS

Executive Assistant I

EDUCATION:

• Graduation from an accredited four-year college or university is required. (Substitution Allowed)

PREFERRED EDUCATION:

• Graduation from an accredited four-year college or university, with a major course work in a related field is preferred.

SUBSTITUTION:

• Additional years of experience in managing office program functions or processes may be substituted for required education on a year-per-year basis.

EXPERIENCE:

• One year of experience in managing office program functions or processes is required.
• Experience in scheduling meeting and coordinating office duties is required.
• Experience managing and maintaining calendar schedules for others is required.
• Experience using Microsoft applications to include Microsoft Outlook, Word and Excel is required.

PREFERRED EXPERIENCE:

• Experience working in a military environment is preferred.
• Experience working with DTS orders and voucher requirements is preferred.

Executive Assistant II

EDUCATION:

• Graduation from an accredited four-year college or university is required. (Substitution Allowed)

PREFERRED EDUCATION:

• Graduation from an accredited four-year college or university, with a major course work in a related field is preferred.

SUBSTITUTION:

• Additional years of experience in managing office program functions or processes may be substituted for required education on a year-per-year basis.

EXPERIENCE:

• Two year of experience in managing office program functions or processes is required.
• Experience in scheduling meeting and coordinating office duties is required.
• Experience managing and maintaining calendar schedules for others is required.
• Experience using Microsoft applications to include Microsoft Outlook, Word and Excel is required.

PREFERRED EXPERIENCE:

• Experience working in a military environment is preferred.
• Experience working with DTS orders and voucher requirements is preferred.

Executive Assistant III

EDUCATION:

• Graduation from an accredited four-year college or university is required. (Substitution Allowed)

PREFERRED EDUCATION:

• Graduation from an accredited four-year college or university, with a major course work in a related field is preferred.

SUBSTITUTION:

• Additional years of experience in managing office program functions or processes may be substituted for required education on a year-per-year basis.

EXPERIENCE:

• Three years’ experience in managing office program functions or processes is required.
• Experience in scheduling meeting and coordinating office duties is required.
• Experience managing and maintaining calendar schedules for others is required.
• Experience using Microsoft applications to include Microsoft Outlook, Word and Excel is required.

PREFERRED EXPERIENCE:

• Experience working in a military environment is preferred.
• Experience working with DTS orders and voucher requirements is preferred.

REGISTRATION, CERTIFICATION OR LICENSURE:

• Valid driver’s license is required. *The ability to obtain a Texas Driver’s License will be required within first 30 days of employment. A satisfactory driving record is required for driving state or federal vehicles to conduct agency business.
• Maintain qualifications and certifications required of a Notary Public.

OTHER REQUIREMENTS:

• Selected candidate must pass a federal security background investigation. The process includes a National Agency Check and Inquiry (NACI) and fingerprinting. New employees must complete and sign the Office of Personnel Management (OPM) Form SF85. Completed forms are submitted to the OPM for the background investigations.
• The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Military Department participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.
• Upon hire with the State of Texas, males between the ages of 18 through 25 must provide proof of registration or exemption with the Selective Service. For further information, visit the Selective Service website at https://www.sss.gov/RegVer/wfVerification.aspx.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• office practices and administrative procedures;
• Texas National Guard and Federal Technician programs;
• military culture, rank and structure;
• DTS orders and voucher requirements for the General Counsel, Deputy General Counsel, and other staff members as needed,
• business terminology, spelling, punctuation and basic mathematics;
• applicable rules, regulations and policies; and

Skill in:

• providing quality customer service;
• communicating effectively both orally and in writing;
• using correct and appropriate spelling and grammar;
• using effective written and verbal communication to convey information in a clear and concise manner;
• prioritizing and coordinating multiple on-going tasks;
• answering telephones and greeting visitors (military and civilian) in a professional manner;
• operating computers using Microsoft Office Suite to include Outlook, Word, Excel and Access;
• operating and maintaining office equipment including but not limited to laptop computers, multifunction copier, laser printer and facsimile;
• assisting office personnel with computer and equipment issues; and
• performing duties of a notary public.

Ability to:

• interpret policies, procedures and rules and regulations;
• prepare concise reports within required timeline;
• communicate effectively to small or large groups;
• communicate effectively with senior military officers and civilians;
• work in a military environment;
• work in a team environment; and
• establish effective working relationship with supervisor, co-workers, customers and stakeholders.
• handle high-level administrative issues.

PHYSICAL/WORKING CONDITIONS

Work is typically performed inside. Incumbent is exposed to normal office temperatures and noise. Work typically involves standing, walking, and working with computers and related equipment for extended periods of time. May lift, carry, move, and/or set up equipment and materials that weigh up to 25 pounds.

VETERANS EMPLOYMENT PREFERENCE

If you qualify for a Veteran Employment Preference, it is mandatory that you provide the required documentation at the time of applying. Documentation must be provided before a Veteran Employment Preference can be granted.

Currently Serving U.S. Military Member - Statement of Service Memo;

Veteran – DD Form 214 (or Equivalent) or;

Surviving Spouse of a Veteran who has not remarried - Marriage Certificate and DD Form 1300 or;

Orphan of a Veteran who was killed during active duty – Birth Certificate and DD Form 1300

Disabled Veteran - VA Civil Service Preference Letter

VETERANS:

Use your military skills to qualify for this position or other jobs. Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications, and skill sets.

Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the following fields or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply:

United States Army: 42A Human Resources Specialist / 56M Religious Affairs Specialist / 68G Patient Administration Specialist t

United States Navy: PS Personnel Specialist / RP Religious Program Specialist / 741X CWO - Ship's Clerk

United States Coast Guard: PERS Personnel Administration (Warrant)

United States Marine Corps: 0100 Basic Personnel and Administration Marine / 0111 Administrative Specialist

United States Air Force: 3F5X1 Administration / 8A200 Enlisted Aide / 8A300 Protocol

Additional Military Crosswalk information can be accessed at: Military Crosswalk Occupational Category: Administrative Support

Contact TMD’s Veteran's Liaison, Paul Love if you have questions at (512)782-3836 or staffingHR@military.texas.gov

The Texas Military Department does not discriminate on the basis of race, color, national origin, sex, religion, age, genetic information, or status as an individual with a disability or protected veteran status in employment or in the provision of services.