OAG - Crime Victim Services | Executive Assistant II | 25-0038

Job Description

GENERAL DESCRIPTION

The Crime Victim Services division is seeking an Assistant Office Manager who will perform professional assistance work for the administrative operations manager and division chief. The Assistant Office Manager will administer the daily operations and activities for the Office of the Attorney General's (OAG) Crime Victims Services Division. Work involves establishing goals and objectives; developing guidelines, procedures, rules; developing schedules, priorities, and standards for achieving established goals; coordinating and evaluating business function, division, or department activities; developing and evaluating budget requests; and monitoring budget expenditures. Plans, assigns, and supervises the work of others; may occasionally receive instruction or assistance as new, unusual, or unique situations arise and/or assist others in performing work of greater complexity. Employees at this level may advise and assist an executive on high level administrative matters and operations.

The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State's law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.

ESSENTIAL POSITION FUNCTIONS

• Plans, directs, coordinates, and monitors administrative activities of the division, including serving as the division's executive administration liaison, procurement liaison, human resources liaison, and public information coordinator liaison; coordinates/maintains division's official records in compliance with the agency's Records Retention Schedule and records management requirements; initiates personnel action documentation; performs budget-related activities under close supervision of division management, including assisting in performance of simple-to-routine budget tasks; tracks and reports the division's leave using the agency's electronic leave system; prepares travel vouchers and documentation related to work-related travel; oversees inventory, office space, and telecommunication needs for division; attends office manager meetings and training; prepares, submits, and enters legal billing reports in accordance with Division legal billing monthly reporting requirements; prepares special division reports/updates, including budget reports, Protecting Texans Report, Settlement Report/Tracking; coordinates orientation for all new division employees; coordinates offboarding of departing employees
• Assists the division chief/deputy chief with administrative duties, such as: maintaining calendars using Outlook; scheduling meetings and appointments; drafting letters, memos, agendas, and other communications using Microsoft Word; attending meetings; and responding to telephone calls and inquiries
• Troubleshooting and resolve work related problems and complaints, such as reassigning staff due to absences or emergencies, monitoring workflow to identify and resolve bottlenecks and work-stoppages, and monitor deadlines
• Provides information and advises the Division Chief, managers, and employees on policies; procedures and administrative matters
• Assigning and monitoring work, preparing, and configuring performance evaluations, initiating personnel actions, providing training and technical assistance, resolving work related conflicts, and participating in interviewing and hiring
• Performs Team or Project Lead functions, such as assigning work, monitoring work quality and conformance to policy and procedures, and providing training and technical assistance
• Plans and coordinates the assignment of, and trains and monitors volunteers and interns for the division and orients new employees
• Supervises the development of maintenance of record keeping systems and paper or computer files and records, such as correspondence, timekeeping records and the preparation of routine and special reports
• Assist in developing policies and procedures for the division
• Develops paper or computer forms and templates for the division
• Coordinates division computer, telecommunications system needed with ITS staff
• Performs related work as assigned
• Maintains relevant knowledge necessary to perform essential job functions
• Attends work regularly in compliance with agreed-upon work schedule
• Ensures security and confidentiality of sensitive and/or protected information
• Complies with all agency policies and procedures, including those pertaining to ethics and integrity

Qualifications:

MINIMUM QUALIFICATIONS

• Education: Bachelor's degree from an accredited college or university; experience in the following (or closely related) fields may be substituted for the required education on a year-for-year basis: Full-time office administration, administrative support, legal support, or related experience which includes experience providing effective customer service
• Experience: Four years of years of full-time experience working in the following (or closely related) fields: full-time office administration, administrative support, legal support, or related experience which includes experience providing effective customer service
• Knowledge of general office practices and administrative procedures
• Skill in handling multiple tasks, prioritizing, and meeting deadlines
• Skill in effective oral and written communication
• Skill in exercising sound judgment and effective decision making
• Ability to receive and respond positively to constructive feedback
• Ability to work cooperatively with others in a professional office environment
• Ability to provide excellent customer service
• Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG workspace within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)
• Ability to arrange for personal transportation for business-related travel
• Ability to work more than 40 hours as needed and in compliance with the FLSA
• Ability to lift and relocate 30 lbs.
• Ability to travel (including overnight travel) up to 5%

PREFERRED QUALIFICATIONS

• Experience working in the Office of the Attorney general or other government agency
• Knowledge of agency policies and procedures
• Other Language: Ability to proficiently read, write, and speak Spanish

TO APPLY

To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at

https://hr.sao.texas.gov/Compensation/JobDescriptions/R0162.pdf

THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER