DPS - FIN - Executive Asst II Finance - 0162

GENERAL DESCRIPTION

Perform advanced (senior-level) professional assistance work for Finance executives / managers. Work involves overseeing high-level administrative operations of the Finance division.

May plan, assign, and / or supervise the work of others. Work under limited supervision, with considerable latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position.

Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

ESSENTIAL DUTIES / RESPONSIBILITIES :

1. Provide administrative and technical assistance to Finance division’s Assistant Chief’s, executive staff and management.

2. Provide technical guidance and advice on administrative matter to Finance division’s executives, management, or other staff.

3. Develop, review, and communicate administrative policies, procedures, standards, and methods.

4. Evaluate administrative practices and programs and formulates policies.

5. Coordinate calendars, meetings, and other activities with other governmental agencies, executives, and organizations on behalf of an agency executive.

6. Coordinate travel for management staff.

7. Monitor Service contracts for Finance and enter requisitions in CAPPS.

8. Plan administrative assignments, programs, tracks status of projects, and other administrative matters including being the point of contact for Wireless equipment assigned to employees within the Finance division.

9. Interpret policies and procedures and make administrative decisions as appropriate.

10. Communicate agency objectives, tasks, and decisions to staff on behalf management.

11. Prepare notices or agendas for meetings.

12. Assist the executive management staff with general human resource management actions including time keeping for Finance staff.

13. May assist in budget preparation.

14. May assist with front office duties and cover for receptionist.

15. Act as Notary Public for Finance and other divisions as needed.

16. Maintain personnel and other confidential files for Finance Division.

17. Screen office visitors and telephone calls.

18. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.

19. Serve as back up to the Division Chief’s Executive Assistant.

20. May be required to obtain a procurement card to assist purchase needs.

21. Perform other duties as assigned.

Qualifications

GENERAL QUALIFICATIONS and REQUIREMENTS :

Education Graduation from a standard senior high school or the equivalent is required. Graduation from an accredited four-year college or university with a major in business administration or a related field is generally preferred.

Experience Minimum of five (5) years’ experience in technical program area and administration management is required.

Substitution Note : Education of the type described may be substituted for the experience requirement on a year for year basis.

Note : thirty (30) semester hours is considered equivalent to one (1) year of education

Licensure and / or Certification Must possess a valid driver license from state of residence.

Interpersonal Skills Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working / professional relationships with internal / external customers.

Regulatory knowledge Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.

Presentation / Communication Skills Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and / or individuals including other state agencies and the general public.

Analytical Reasoning / Attention to Detail Must demonstrate an ability to examine data / information, discern variations / similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.

Organizational and Prioritization Skills Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment;

able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism. Ability to work effectively in an open office with a moderate noise level.

Ability to work in high traffic area with numerous interruptions. Ability to adapt to a fluctuating workload.

Technology (computers / hardware / software / operating systems) Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software / systems.

Ability to operate standard office equipment such as a computer terminal with word processing software, copier, calculator and fax machine.

Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Confidentiality and Protected Information Must demonstrate an ability to responsibly handle sensitive and confidential information and situations, and adhere to applicable laws / statutes / policies related to access, maintenance and dissemination of information.

Travel and / or Schedule Availability for after-hour and weekend work is required.

PHYSICAL and / or ENVIRONMENTAL DEMANDS :

The physical and environmental demands described here are representative of those encountered and / or necessary for the employee to successfully perform the essential functions of this job;

reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Environment : Office;
• Ambulatory skills, e.g. stand, walk, sit, stoop, kneel, crouch;
• Hand-eye coordination and arm / hand / finger dexterity;
• Ability to speak, hear, and exercise visual acuity;
• Ability to transfer weights of ten (10) pounds anticipated for this position;
• Driving requirements : Occasional (five 5% ).

State of Texas Benefits and Retirement Information :

A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.

A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.

4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS. ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.