Administrative Associate

Job Title

Administrative Associate

Agency

Texas Division of Emergency Management

Department

Preparedness

Proposed Minimum Salary

$21.64 hourly

Job Location

Austin, Texas

Job Type

Staff

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity, and this status can affect working hours, travel and change in duties as needed. This position performs advanced (senior-level) support work. Under general direction, plans and coordinates daily office support activities and administrative interactions for the Preparedness Division and TDEM. Works with TDEM staff and stakeholders and may train others.

This position reports to the Preparedness Division Chief.

*Salary rate posted is a fixed rate.  It is not a range.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Provides administrative support services for the Preparedness Division in accordance with established and/or emergency induced priorities and procedures, to include assisting in the coordination of daily workflow and the resolution of complex, highly sensitive and confidential matters.

• Maintains a variety of fiscal, administrative, and academic records.

• Responds to internal and external inquiries regarding Preparedness programs.

• Coordinates meetings, seminars, and other special events.

• Coordinates travel arrangements and prepares itineraries.

• Coordinates the preparation, review, editing, processing and distribution of correspondence, reports, studies, forms, brochures, manuals, white papers and other documents related to the Preparedness Division and/or TDEM.

• Compiles and edits data for charts, graphs, and databases, and prepares summaries or reports.

• Researches and analyzes administrative requirements for specific agency programs or projects.

• Provides information regarding administrative procedures, services, or programs.

• Develops procedures for complex or specialized administrative functions.

• Coordinates general office duties such as ordering supplies, performing basic bookkeeping work, and assisting with general administrative work.

• Provides organizational planning and problem-solving skills.

• Performs related work as assigned.

• Ability to travel 10 %.

• Maintains a regular work schedule and work extended hours when needed.

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.

MINIMUM QUALIFICATIONS:

Education – High school diploma or equivalent combination of education and experience.

Experience – Five years of related experience.

*Additional education may be substituted in lieu of relevant experience on a year-for-year basis, with thirty (30) semester hours equal to one (1) year experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to multitask and work cooperatively with others.

• Strong organizational skills.

• Proficiency in all MS Office with high proficiency in Outlook, Word and Excel.

• Ability to anticipate and identify issues and problem solve.

• Excellent written communication, analytical, interpersonal, and organizational skills.

• Ability to communicate with tact and diplomacy.

• Ability to work in a high stress environment.

• Ability to work with sensitive information and maintain confidentiality.

• Ability to work independently once given a project.

REGISTRATION, CERTIFICATION OR LICENSURE:

Required to successfully complete within 12 months of employment IS-100, IS-200, IS-700, and IS-800.

* *TDEM does not accept resumes in lieu of application through Workday.

Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/AffirmativeAction/Veterans/Disability Employer committed to diversity.