State of Texas

Finance & Operations Executive Assistant

State of Texas

full-time

Posted on:

Origin:  • 🇺🇸 United States

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Salary

💰 $5,178 - $5,950 per month

Job Level

JuniorMid-Level

Tech Stack

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About the role

  • 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

Requirements

  • Bachelor’s degree from an accredited four-year college or university or U.S. equivalency thereof plus two (2) years of administrative support experience
  • Additional experience in administrative or staff support-related activities may be substituted for education on a year for year basis
  • Experience working in CAPPS purchasing, requisitions and receiving (preferred)
  • Experience in coordination of travel authorizations and reimbursement (preferred)
  • Experience in coordination of inventory for an organizational unit (preferred)
  • A valid Class "C" driver's license is required
  • If not currently a Texas resident, must obtain a Texas Driver's License within ninety (90) days after entering Texas as a new resident
  • A satisfactory driving record is required
  • Eligibility to work in the United States
  • Proof of education and experience listed on the application
  • Satisfactory results from a pre-employment criminal history background check and driver’s record check
  • Compliance with Selective Service registration for males ages 18-25 (if applicable)