ERS - Administrative Assistant IV - V

Job Description

Effective 09/01/2024, the posted monthly salary range will be increased to $3,800.00 to $5,250.00.

Our mission is simply stated: ERS offers competitive benefits to enhance the lives of its members. Each team member across the agency contributes to our ongoing success. ERS operates in a hybrid work environment, with flexible work schedules available to all employees.

We are seeking an Administrative Assistant to perform highly complex to advanced (senior-level) administrative support work for the Group Benefits Division. Responsibilities include coordinating calendars; making travel, meeting and event arrangements; preparing reports; disseminating information, maintaining filing systems; providing administrative support or technical program assistance to the Group Benefits division; and customer relations. This position works under limited supervision with moderate to limited latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise and assist others in performing higher-level work.

Essential Responsibilities include, but are not limited to:

• Perform highly responsible administrative support work for the Group Benefits Division managers and team.
• Serve as Administrative Assistant for Director and Assistant Director of Benefit Contracts regarding personnel and organizational matters.
• Perform, organize, and facilitate travel arrangements for division employees.
• Prepare, interpret, and disseminate information concerning agency programs and procedures.
• Prepare, edit, and distribute correspondence, reports, studies, forms, and documents.
• Prepare division's Board of Trustees Agenda items.
• Coordinate work between organizational units of the agency; local, state, and federal agencies, and private organizations.
• Respond to inquiries regarding technical program or administrative regulations, policies, and procedures.
• Coordinate meetings, conferences, and seminars.
• Prepare, update, and edit the Board Rules.
• Develop policies and procedures as required.
• Develop, coordinate, and maintain record keeping and filing systems.
• Prepare and track division purchase requisitions.
• Coordinate legislative bill review filings, tracking, and updates.
• Coordinate divisional record management processes (i.e.; record archival and destruction, divisional responses to Open Records Request, etc.).
• Serve as the SharePoint administrator, ensuring divisional SharePoint sites remain current.

As an Administrative Assistant V, performs duties of the AA IV, and:

• Oversee and assist in compiling and analyzing data, in making calculations, and in preparing reports.
• Participate in budget preparation, monitoring, and justification.
• Assist in the development of division's solicitations.
• May develop training materials.
• May train others.

Required Minimum Qualifications: Your application for employment must reflect how you meet each of the following minimum qualifications:

1) Four (4) to five (5) years (depending on classification level) of related work experience in a professional environment to include experience performing highly responsible administrative support or technical work including (but not limited to): Performing travel arrangements; facilitating purchase requisitions; creating and responding to complex correspondence with various audiences.

2) Experience using Microsoft Word, Excel and PowerPoint.

3) Experience in drafting and proofing correspondence and complex documents.

Preferred Qualifications: Your application for employment should reflect how you meet the following preferred qualifications:

4) Experience with SharePoint and CAPPS.

5) Experience with administrative or project functions related to group benefit plans.

PLEASE NOTE: All applications should contain complete job history entries, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

Other Information: This is not a remote only position. This position may require access to privileged, confidential, or sensitive data. ERS will conduct either a TXDPS or FBI criminal history check on all new hires. For more information about this policy inquiries can be made to employment@ers.texas.gov.

Military Occupational Specialty Codes:

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Human Resources at employment@ers.texas.gov with questions or for additional information.

How to Apply: Ready to join the dedicated, customer-focused team at ERS? Submit the following to the ERS Human Resources Office:

A State of Texas Application for Employment submitted online through CAPPS Recruit.

• Use the link below to create a CAPPS Recruit account and build your profile on the "My JobPage" tab in the upper left corner of the screen.

• https://capps.taleo.net/careersection/327/jobsearch.ftl?lang=en

• Once your profile is complete, click on the "Job Search" tab in the upper left corner of the screen to view available career opportunities and submit your application.

• Note: Resumes will be accepted only as supplements to a State of Texas Application for Employment.

Applications submitted through Work in Texas:

If you apply for an ERS position via Work in Texas https://www.workintexas.com/vosnet/Default.aspx, you will also need to complete a supplemental questions form. For more details, refer to the instructions in the email you receive from CAPPS Recruit.

Please contact a Human Resources representative if you need assistance or require accommodation during the application process.

Email: Employment@ers.texas.gov Web: www.ers.texas.gov

Relay Texas TDD: (800) 735-2989

LinkedIn: https://www.linkedin.com/company/employees-retirement-system-of-texas/