State of Texas

Financial Planning and Analysis

• Performs advanced professional assistance for the Texas Department of Motor Vehicles Finance and Operations (FAO) Division
• Provides support for the Chief Financial Officer (CFO) and Internal Audit Division Director, and secondary support to the department's executive office
• Coordinating high-level administrative operations of the division, including administrative procedures, scheduling meetings, and composing and tracking correspondence
• Prepares and monitors FAO purchase requisitions to ensure items are acquired timely in accordance with State guidelines
• Assists TxDMV staff across the department by troubleshooting requisition errors or making corrections
• Coordinates confidential and time-sensitive correspondence, emails and phone communications
• Makes travel arrangements, develops travel itineraries, and processes travel reimbursement requests for FAO staff
• Provides administrative oversight of division contracts, including property leases, copy machines, contractors, publications, lock boxes and professional certifications
• Answers phones, provides assistance to customers and routes calls to appropriate agency staff; provides assistance to the public and greets external visitors
• Assists with processing mail, evaluates content and routes to appropriate staff
• Schedules, coordinates and monitors daily operations and executive activities; may compose and respond to correspondence; proof and edit for grammar, punctuation, sentence structure and clarity
• Orders office supplies, books and publications, completes purchase requests, coordinates purchases, and processes payments for the FAO Division; maintains asset inventory for FAO division equipment
• May schedule and coordinate meetings and division training, notify attendees, develop agenda, prepare meeting information, secure meeting space, draft meeting minutes, document decisions and action items
• Manages special projects as assigned, develops timelines, reports status, identifies risks and issues, and escalates issues as needed
• May serve as division representative for department special purpose committees and schedules interviews for hiring managers
• May prepare new hire packets for division personnel
• May travel up to 5% of the time; may require working extended hours and some evenings and weekends
• Performs other job-related duties as assigned

Finance & Operations Executive Assistant