Executive Assistant I

Executive Assistant I

The Texas Division of Emergency Management (TDEM) is an emergency response entity, this status can affect working hours, travel needs and change in duties as needed. Under general direction, an Executive Assistant coordinates and provides skilled administrative support to departmental director, manager, and personnel. Utilizes and maintains Fleet related software. Prepares, processes, copies, files, and distributes correspondence, memorandum, or other types of documentation. Compiles and analyzes data; prepares, generates, and submits various types of reports as required by department. Performs data entry; updates and maintains departmental records, files, filing systems, and databases; coordinates and schedules the transfer, archiving, and destruction of records as assigned. Answers, screens, and directs incoming calls; documents and distributes phone messages. Updates and maintains departmental calendars; schedules and coordinates meetings, appointments, training courses, and / or other functions; and organizes travel arrangements. Performs other routine and / or specialized duties relative to area of assignment as required.

This position reports to the Division Chief, Operations Support.

• Salary is a fixed rate and is non-negotiable.
• This position is located on-site and not subject to telecommuting.
• Essential Job Duties And Responsibilities :
• Providing skilled administrative support to management and other departmental personnel.
• Performing clerical operations and activities for area of assignment; including preparing fleet reports and records; updating and maintaining departmental records, file systems, and databases; entering and retrieving computer data; and copying and filing documents.
• Answers phone calls, routes incoming calls accordingly, takes messages, greets visitors, and directs visitors to appropriate staff.
• Preparing and processing various types of correspondence and other documentation.
• Performing a variety of general accounting duties; receiving invoices and reviewing for accuracy.
• Attends training and maintains proficiency in AggieBuy and Emburse. Ensures compliance with policies and procedures, as well as, practicing good fiduciary responsibilities as a unit.
• Establishing and maintaining cooperative working relationships with other staff, state and local departments, outside agencies, community organizations, contractors, vendors, and the general public.
• Communicates policies, procedures, standards, and methods to staff as it relates to this unit.
• May serve as an assistant worker to assist other staff.
• Face-to-face and person-to-person interactions are required.
• Ability to travel 20%.
• Performs related work as assigned.
• Maintains a regular course of attendance during authorized work schedule.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Education - Bachelor's degree in emergency management, public administration, business or asset management, adult learning, or equivalent combination of education and experience.

Experience - Three (3) years of related experience.

Must successfully complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

Equal Opportunity / Veterans / Disability Employer.