Job Opportunities in United States
November 7, 2024
TEXAS EDUCATION AGENCY
Austin
FULL TIME
Executive Assistant III
Executive Assistant III (00046303)
Organization: TEXAS EDUCATION AGENCY
Primary Location: Texas-Austin
Work Locations: Texas Education Agency 1701 NORTH CONGRESS AVENUE Austin 78701
Job: Office and Administrative Support
Employee Status: Regular
Schedule: Full-time
Standard Hours Per Week: 40.00
Travel: Yes, 10 % of the Time
State Job Code: 0164
Salary Admin Plan: B
Grade: 21
Salary (Pay Basis): 4,523.16 - 5,888.50 (Monthly)
Number of Openings: 1
Overtime Status: Exempt
Job Posting: Nov 6, 2024, 4:12:55 PM
Closing Date: Ongoing
Description
MISSION: The Texas Education Agency (TEA) will improve outcomes for all public-school students in the state by providing leadership, guidance, and support to school systems.
New hires, re-hires, and internal hires will typically receive a starting salary between the posted minimum and the average pay of employees in their same classification. Offers will be commensurate with the candidate’s experience and qualifications and will thoughtfully consider internal pay equity for agency staff who perform similar duties and have similar qualifications. The top half of the posted salary range is generally reserved for candidates who exceed the requirements and qualifications for the role. The maximum salary range is reserved for candidates that far exceed the required and preferred qualifications for the role.
Core Values:
We are Determined: We are committed and intentional in the pursuit of our main purpose, to improve outcomes for students.
We are People-Centered: We strive to attract, develop, and retain the most committed talent, representing the diversity of Texas, each contributing to our common vision for students.
We are Learners: We seek evidence, reflect on success and failure, and try new approaches in the pursuit of excellence for our students.
We are Servant Leaders: Above all else, we are public servants working to improve opportunities for students and provide support to those who serve them.
Position Overview: The Office of School Programs provides resources, services, and program models to improve educational quality, access, and opportunity from birth to career for all students in Texas.
The Executive Assistant to the Deputy Commissioner of School Programs provides advanced (senior-level) high-level day-to-day administrative support and assistance. This position works under minimal supervision, with latitude for the use of initiative and independent judgment. The Executive Assistant will be responsible for aligning the Deputy Commissioner’s calendar and preparation to key priorities, manage all incoming and outgoing communication from the Deputy Commissioner, improve current Office business processes, and collaborate with key internal and external stakeholders. This work involves overseeing high-level administrative operations and may plan, assign, and/or coordinate the work with others.
The candidate must be highly self-motivated and interested in providing behind-the scenes support to an executive, with an orientation towards execution. The candidate must be highly organized, detailed-oriented, and proactive in a fast-pasted corporate environment while demonstrating a positive and customer service-oriented demeanor.
Flexible work location within the state of Texas may be considered for qualified candidates.
Please note that a resume, tailored cover letter, and short answer responses are required attachments for applying to this position. Incomplete applications will not be considered. Applicants who are strongly being considered for employment must submit to a national criminal history background check.
Essential Functions
Job duties are not limited to the essential functions mentioned below. You may perform other functions as assigned.
1. Calendar, Engagement, and Priority Management: Provides support to ensure time is spent on priority matters and projects through the proactive daily management of the Deputy Commissioner’s calendar and appointments. Responsible for coordinating and monitoring all logistics, transportation and accommodation needs. Ensures the Deputy Commissioner is prepared for engagements through the preparation and organization of documents and materials. Actively participates in the planning, preparation, or execution of internal and external meetings and events of the Deputy Commissioner including State Board of Education meetings, legislative hearings, travel, All-Staff meetings, internal and external meeting requests, and committee and advisory meetings. As needed, perform calendar audits and other internal reviews to ensure the Deputy Commissioner is spending time on priority matters.
2. Correspondence and Communication Management: Reviews and organizes all incoming correspondence (emails, notices, agendas, voicemails, physical mail, etc.) Ensures all outgoing correspondence with internal and external stakeholders is approved, timely and free of errors. Coordinates the collection, organization, analysis, and preparation of materials in response to requests for program information and reports. Drafts emails, correspondence and presentations. Proofreads internal and external documents, such as grant applications, memos, and newsletters. Manages the routing of correspondence for approval, dissemination, records management and storage, filing and assists with the timely processing of Public Information Requests (PIRs).
3. Business Process Optimization: Anticipates the needs and develops new methods, procedures, standards and promotes activities that enhance operational systems, ensuring core business operations and procedures are organized, correspondences managed, filing and tracking systems are designed, requisitions are reviewed and approved, and that clerical functions are properly monitored. Responsible for ensuring office financial objectives are met by monitoring the Deputy Commissioner’s annual office budget, planning expenditures, analyzing variances and ensuring necessary corrections that may arise. Establishes, reviews, and evaluates administrative practices for the operation of the Office. Collaborates with the Deputy Commissioner, Chief of Staff, and Office Manager to develop refined systems for the operation of the Office. Introduces internal and cross-agency staff to office systems and offer guidance, when needed. Supports the onboarding and training of administrative staff.
4. Relationship Management and Customer Service: Collaborates daily with Senior and Executive Leadership Team members, office staff, agency staff, and external customers. Serves as initial point of contact and ongoing regular interaction for internal and external stakeholders including district leadership, state agencies, members of the legislature, executive leadership teams, advisory committee members, parents, and the general public, and provides general support to visitors. Acts as a key member of internal committees to lead, bolster and support the development of culture and values within the office. Consistently provides timely, responsive, and courteous customer service to internal and external stakeholders.
MISSION: The Texas Education Agency (TEA) will improve outcomes for all public-school students in the state by providing leadership, guidance, and support to school systems.
New hires, re-hires, and internal hires will typically receive a starting salary between the posted minimum and the average pay of employees in their same classification. Offers will be commensurate with the candidate’s experience and qualifications and will thoughtfully consider internal pay equity for agency staff who perform similar duties and have similar qualifications. The top half of the posted salary range is generally reserved for candidates who exceed the requirements and qualifications for the role. The maximum salary range is reserved for candidates that far exceed the required and preferred qualifications for the role.
Core Values:
We are Determined: We are committed and intentional in the pursuit of our main purpose, to improve outcomes for students.
We are People-Centered: We strive to attract, develop, and retain the most committed talent, representing the diversity of Texas, each contributing to our common vision for students.
We are Learners: We seek evidence, reflect on success and failure, and try new approaches in the pursuit of excellence for our students.
We are Servant Leaders: Above all else, we are public servants working to improve opportunities for students and provide support to those who serve them.
Position Overview: The Office of School Programs provides resources, services, and program models to improve educational quality, access, and opportunity from birth to career for all students in Texas.
The Executive Assistant to the Deputy Commissioner of School Programs provides advanced (senior-level) high-level day-to-day administrative support and assistance. This position works under minimal supervision, with latitude for the use of initiative and independent judgment. The Executive Assistant will be responsible for aligning the Deputy Commissioner’s calendar and preparation to key priorities, manage all incoming and outgoing communication from the Deputy Commissioner, improve current Office business processes, and collaborate with key internal and external stakeholders. This work involves overseeing high-level administrative operations and may plan, assign, and/or coordinate the work with others.
The candidate must be highly self-motivated and interested in providing behind-the scenes support to an executive, with an orientation towards execution. The candidate must be highly organized, detailed-oriented, and proactive in a fast-pasted corporate environment while demonstrating a positive and customer service-oriented demeanor.
Flexible work location within the state of Texas may be considered for qualified candidates.
Please note that a resume, tailored cover letter, and short answer responses are required attachments for applying to this position. Incomplete applications will not be considered. Applicants who are strongly being considered for employment must submit to a national criminal history background check.
Essential Functions
Job duties are not limited to the essential functions mentioned below. You may perform other functions as assigned.
1. Calendar, Engagement, and Priority Management: Provides support to ensure time is spent on priority matters and projects through the proactive daily management of the Deputy Commissioner’s calendar and appointments. Responsible for coordinating and monitoring all logistics, transportation and accommodation needs. Ensures the Deputy Commissioner is prepared for engagements through the preparation and organization of documents and materials. Actively participates in the planning, preparation, or execution of internal and external meetings and events of the Deputy Commissioner including State Board of Education meetings, legislative hearings, travel, All-Staff meetings, internal and external meeting requests, and committee and advisory meetings. As needed, perform calendar audits and other internal reviews to ensure the Deputy Commissioner is spending time on priority matters.
2. Correspondence and Communication Management: Reviews and organizes all incoming correspondence (emails, notices, agendas, voicemails, physical mail, etc.) Ensures all outgoing correspondence with internal and external stakeholders is approved, timely and free of errors. Coordinates the collection, organization, analysis, and preparation of materials in response to requests for program information and reports. Drafts emails, correspondence and presentations. Proofreads internal and external documents, such as grant applications, memos, and newsletters. Manages the routing of correspondence for approval, dissemination, records management and storage, filing and assists with the timely processing of Public Information Requests (PIRs).
3. Business Process Optimization: Anticipates the needs and develops new methods, procedures, standards and promotes activities that enhance operational systems, ensuring core business operations and procedures are organized, correspondences managed, filing and tracking systems are designed, requisitions are reviewed and approved, and that clerical functions are properly monitored. Responsible for ensuring office financial objectives are met by monitoring the Deputy Commissioner’s annual office budget, planning expenditures, analyzing variances and ensuring necessary corrections that may arise. Establishes, reviews, and evaluates administrative practices for the operation of the Office. Collaborates with the Deputy Commissioner, Chief of Staff, and Office Manager to develop refined systems for the operation of the Office. Introduces internal and cross-agency staff to office systems and offer guidance, when needed. Supports the onboarding and training of administrative staff.
4. Relationship Management and Customer Service: Collaborates daily with Senior and Executive Leadership Team members, office staff, agency staff, and external customers. Serves as initial point of contact and ongoing regular interaction for internal and external stakeholders including district leadership, state agencies, members of the legislature, executive leadership teams, advisory committee members, parents, and the general public, and provides general support to visitors. Acts as a key member of internal committees to lead, bolster and support the development of culture and values within the office. Consistently provides timely, responsive, and courteous customer service to internal and external stakeholders.
Qualifications
Minimum Qualifications
This position requires the applicant to meet Agency standards and criteria which may include passing a pre-employment criminal background check, prior to being offered employment by the Agency.
No phone calls or emails, please. Due to the high volume of applications, we do not accept telephone calls and cannot reply to all email inquiries. Only candidates selected for interview will be contacted. Please add "capps.recruiting@cpa.texas.gov" and "@tea.texas.gov" to your safe senders list to ensure you receive email notifications from our talent acquisition team and/or hiring division regarding your candidacy.
Minimum Qualifications
- Education: Graduation from an accredited two-year college or university
- Experience: At least four (4) years of experience in a program area and/or administrative role. Experience at a school district, educational service center, and/or state agency is preferred
- Substitutions: Each additional year of related experience above the required minimum may substitute for education on a year-for-year basis
Other Qualifications
As an equal opportunity employer, we hire without consideration to race, religion, color, national origin, sex, disability, age or veteran status, unless an applicant is entitled to the military employment preference. To review the Military Occupational Specialty (MOS) codes from each branch of the U.S. Armed Forces to each job classification series in the State’s Position Classification Plan (provided by the State Auditor's Office), please access the Military Crosswalk (occupational specialty code) Guide and click on the military “occupational category” that corresponds with the state classification in this job posting title.
- Share the belief that all Texas students can achieve at high levels and are able to succeed in college, career, or the military
- Excellent professional written, verbal, and interpersonal communication skills reflecting a friendly and professional demeanor with a customer service-focused attitude
- Experience handling high-level administrative issues with a meticulous attention to detail, including the ability to carefully review and edit professional written work
- Knowledge and willingness to independently learn about standard office equipment and software, including an understanding of Microsoft Office applications (Word, Power Point, Excel, Outlook, Share Point, One Drive, and Teams), Adobe Acrobat, Smartsheet, and conferencing software (i.e. Zoom). Ability and interest in quickly learning additional agency-specific software programs and systems as needed
- Excellent organizational and project management skills with ability to manage multiple priorities and think proactively while under pressure
- Ability to prioritize and manage time to organize and complete multiple projects simultaneously and to meet deadlines
- Ability to foster effective working relationships with a variety of individuals and groups, internal and external to the Texas Education Agency
- Ability to handle sensitive issues with discretion and maintain confidentiality
- Demonstrate a desire to self-reflect, give/receive feedback, and continuously improve
This position requires the applicant to meet Agency standards and criteria which may include passing a pre-employment criminal background check, prior to being offered employment by the Agency.
No phone calls or emails, please. Due to the high volume of applications, we do not accept telephone calls and cannot reply to all email inquiries. Only candidates selected for interview will be contacted. Please add "capps.recruiting@cpa.texas.gov" and "@tea.texas.gov" to your safe senders list to ensure you receive email notifications from our talent acquisition team and/or hiring division regarding your candidacy.
We regret to inform you that this job opportunity is no longer available
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