Job details
Salary $41,696 - $52,120 a year job type full-time
Full job description
Job title : executive assistant / office coordinator
Department : administration
Reports to : executive assistant & board process manager
Flsa : exempt, regular full-time
Location: lewisville, texas
Salary grade : doq ($41,696.00 - $52,120.00 annually)
Purpose of job
To maintain office facility and systems and provide advanced administrative and project support for executive staffTo perform a variety of highly responsible and complex secretarial and administrative duties for the agencyThe incumbent must keep multiple tasks on schedule, use tact and judgment, and preserve confidentiality of sensitive information.
The incumbent in this class performs under the general supervision of the executive assistant & board process manager, as well as the leadership team staff members they support and must keep multiple tasks on schedule, use tact and judgment, and preserve confidentiality of sensitive information.
Essential functions
Executive support:
Answer, relay and return phone calls for executives
Maintain executive`s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
Monthly p-card and expense report coordination, reconciliation and submission
Prepare independent draft reports and documentation
Maintain records and files regarding department administrative activities
Retain confidential files and distribute accordingly
Independently respond to letters and general correspondence not requiring the attention of management personnel
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Assists with open records requests to include receiving, tracking, obtaining documentation, and completion
Assists the executive assistant & board process manager with board meeting items, including but not limited to compiling board information and agenda items, board room set up, and the efficient running of the board meetings
Serves as the backup for the executive assistant & board process manager on the preparation and execution of all board meetings to include communication with the board as necessary
Other projects as assigned
Office management:
Manage overall facility and related vendors, including all vendor contracts
Manage administrative office furniture inventory, acquisition of new furniture and coordination with moving company and/or maintenance
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories
Records retention administration support
Act as the back-up to the receptionist, specifically related to answering the phones, attending to the front door, and catering needs
Assist with onboarding of new personnel through training on agency vehicles, conference rooms, copiers, and other related items
Interpret and explain dcta policies, rules, and regulations in response to inquiries; refer inquiries as appropriate
Provide mutual support across administrative team
Hospitality:
Reception management, including answering phones, managing/referring inquiries, and coordinating materials for agency meetings
Works closely with the agency’s receptionist to ensure efficient and effective management of the administrative office
Supply management:
Maintain office and breakroom supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Maintain copy machine supply inventory to ensure continual usage of all administrative units
Manage administrative vehicles, including coordination of maintenance, scheduling and staff usage
Manage dcta vehicle, conference room and hot spot bookings and requirements
Budget and invoice management:
Research appropriate vendors
Coordinate required documentation for all vendors
Set up approved pos as needed
Receive invoices in a timely fashion
Requirements to perform work
Knowledge of:
Principles and practices of business letter writing;
English usage, spelling, grammar, and punctuation;
Modern office methods, procedures, and computer equipment;
Strong knowledge of microsoft office suite including word, excel, powerpoint, and outlook;
Principles and practices of routine analytical research;
General budget processes;
Other job specific software as required.
Ability to:
Understand the organization and operation of the dcta and of outside agencies as necessary to assume assigned
Administrative responsibilities;
Communicate clearly and concisely, both orally and in writing;
Understand and follow oral and written instructions;
Prepare draft reports and general correspondence;
Compile and maintain complex and extensive records;
Take notes and write summaries of meetings;
Understand, interpret and explain department policies and procedures;
Explain and problem solve office issues for the public and with staff;
Preserve confidentiality of sensitive material routinely encountered as part of work assignments;
Operate and use modern office equipment including personal computers;
Establish and maintain effective working relationships with businesses, educational groups, general public, etc;
Work under time pressures to meet deadlines; and type accurately at a minimum speed of 55 words per minute.
Core qualities:
Ability to use his/her time effectively and efficiently and own the responsibilities of his/her position and responsibilitiesValues time management and organizationIs able to identify and concentrate on his/her priorities.
Ability to stay organized, efficient, and self-directedCan manage a broader range of activities than assignedHas a desire to own his/her job; however, can be flexible during a time of agency need.
Ability to be action-orientedNot fearful of acting with a minimum of planning or supervision.
Ability to be driven with energy for the things he/she sees as challengingSeizes all opportunities.
Ability to use logic and methods to solve difficult problems and identify effective solutionsIs comfortable with analysisLooks beyond the obvious and discovers answers before asking first-line questions.
Ability to write clearly and succinctly in a variety of communication settings and stylesIs able to communicate effectively with the end result in mind.
Ability to understand a new industry, company or productCan learn new skills and gain new knowledgeIs able to interact with all microsoft office programs.
Ability to get along with others individually and in a large groupHas the desire to care for the organization’s well-being and for the executives he/she supportsInterested in partaking in group development and team building activities.
Ability to be dedicated to meeting the expectations and requirements of internal and external customersImmerses himself/herself in customer information and uses it to troubleshoot requests and to impact improvements in products and servicesActs with the customer in mind.
Ability to work in a highly-driven team environmentThe desire to assist others with the completion of projects and responsibilities with the end goal in mind at all times.
The ideal candidate will:
Possess a positive attitude, and practices good judgement, while open to receiving/providing feedback
Ability to get along with others, individually and in a large groupHas the desire to care for the organization’s well-being and for the co-workers he/she interacts withInterested in partaking in group development and team building activities.
Be open to collaborate and work in a team-oriented and helping environment
Possess an influential and welcoming communication style
Foster a culture that values critical thinking and problem solving; and encourages constructive feedback, engagement, inclusion, and diversity at all levels
Education and experience (any equivalent combination of education and experience)
Associate’s or bachelor’s degree in business or similar field
Minimum of two (2) years of experience in office management, administrative support, creating and organizing material for governments and/or executive staff, or equivalent combination of relevant education and experience
Excellent communication skills, with responsiveness experience
Good technical skills, i.eTyping, word processing, computer operations, telephone
Equivalent to two (2) years of increasingly responsible secretarial and/or clerical experience, with a background including executive supportExperience supporting multiple positions is desirable
Possess or ability to obtain a notary public commission within three months of hire
Special requirements: hold a current valid texas driver`s licenses or have the ability to obtain one upon entry into the position.
Physical activities:
Physical activity includes but is not limited to: on a continuous basis, sit at a desk for long periods of time; intermittently twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; lift light weight; reaching above the waist, reaching below the waist, and reaching waist to shoulder to reach inventory on shelves; repetitive motion and fingering when using computer keyboard; talking and hearing when dealing with customers.
Additional perks and benefits that accompany full-time employment with dcta:
Telecommuting options available, if suitable for your position.
This position holds a permanent schedule of 8am – 5pm (monday – friday); however, flexible office hours may be permitted and coordinated with your supervisor, if suitable for your position.
One 8-hour paid day off for your birthday.
Employee portions of medical and dental benefits are 100% paid by the employer.
If you have utilized a proportionate retirement program in the past, the service time transfers to dcta’s retirement system, tcdrsThe following systems apply:
Texas municipal retirement system (tmrs)
Employees retirement system (ers)
Judicial retirement system of texas (jrs)
Teacher retirement system of texas (trs)
City of austin employees retirement system (coaers)
Expanding time-off accruals: 12 days of vacation time accrued for the first year, increasing by one day each year, with a max of 17 days annuallyAdditionally, employees earn 12 days of sick time each year, 1 personal day, 2 floating holidays, 1 birthday, 8 fixed holidays, and the ability to earn two additional days off through the wellness program.
Regional transit passes (bus and rail) for you and your immediate family
Dcta strives to continually improve our servant leadership cultureWe pride ourselves in having an open, caring, and communicative community of employees, with the drive to help build each other up.
Flexible dress code: business casual, allowing jeans every day (unless otherwise specified for external/special meetings, events, etc.).
Extensive wellness program, including several opportunities to volunteer with the agency, sporadic lunch and learn events, chair massages, the potential to earn two extra days off each year, and continual efforts to improve wellness throughout the agency.
Location: 1955 lakeway dr, lewisville, tx 75057
Job type: full-time
Work location: multiple locations
