TDA - FND - Senior Administrative Assistant (57032) (Internal Posting)

FOOD AND NUTRITION SENIOR ADMINISTRATIVE ASSISTANT

(Internal Posting – Open to Current TDA Employees Only – 5 Day Posting)

Salary Information: A19, $5,500.00 - $6,000.00/MO.

State Classification: 0159 – Administrative Assistant VI

FLSA Status: Non-exempt

Posting Number: 26-57032-1

HOW TO APPLY

Apply online via CAPPS. Applicants applying through Work In Texas (WIT) will be required to complete additional supplemental questions, optionally provide EEO information including how you heard about the job, and provide an electronic signature in the CAPPS Career Section to be considered for the position.

WHO ARE WE

The Texas Department of Agriculture’s Food and Nutrition Division administers 12 federal child and special nutrition programs and more than $2.5 billion in federal money annually. These programs aim to reduce hunger, encourage strong nutrition, and support local economies across Texas.

WHAT YOU’LL DO

The Senior Administrative Assistant will perform highly advanced administrative support work for the Administrators in the Food and Nutrition (F&N) division. You will disseminate technical program information, develop processes, and coordinate internal administrative support work to contribute to the division's efficient and effective coordination. You will work under limited supervision with considerable latitude for the use of initiative and independent judgment.

PRIMARY RESPONSIBILITIES

Provide highly advanced administrative support and technical assistance to the Administrators; and serve as an intra/interagency point of contact for the Administrators.

Coordinate and maintain daily schedules and travel arrangements for the Administrators; coordinate arrangements and agendas and maintain a calendar of events; schedule travel plans and prepare and track all pre- and post-travel documents.

Determine necessary tasks, follow-up actions, and implement plans that effectively utilize resources and balance priorities; route work to other division staff; coordinate work between organizational units of the agency; and inform Administrators of activities throughout the division.

Coordinate the preparation, editing, and distribution of correspondence, memoranda, and reports.

Assist in the management of meetings; and reserve rooms and equipment for meetings and interviews; schedule attendees, attend meetings and take notes, and prepare meeting summaries. May assist with planning and hosting large virtual meetings with stakeholders.

Support F&N Division supply orders and inventory as well as facilitate F&N Division assets inventory and related processes. May provide assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing them to the appropriate staff; open and sort mail and route to appropriate folders for priority purposes; handle routine matters and bring urgent matters to the attention of appropriate personnel.

Serve as a lead F&N Division Administrative Support Specialist and F&N Additional Duty Safety Officer. Coordinate tasks as necessary and lead joint administrative teamwork. Serve as backup and trainer to F&N Division administrative support team and customer service staff, as needed.

Follow all TDA policies and procedures.

Perform other duties as assigned.

Bachelor’s Degree (one year of work experience related to the primary responsibilities may substitute for one year of college).

Minimum five (5) years’ work experience in the following (or closely related) fields: executive assistant, administrative assistant working with high-level executives, or office manager.

PREFERRED QUALIFICATIONS

Experience working for a state agency.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of office practices and administrative procedures.

Skill in the use of standard office equipment and software; and in customer service excellence to both internal and external customers.

Ability to communicate effectively, orally and in writing; to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures; to provide guidance to others; and to evaluate the effectiveness of new administrative systems and procedures and to oversee the work of other administrative support staff; to exercise sound judgment and discretion; and maintain the highest level of confidentiality.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Must be able to work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. May involve travel, occasionally overnight (up to 5%).

TELEWORK & WORK HOURS

The agency does not offer telework. TDA employees are required to be physically present for work.

The agency’s core business hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday. TDA also provides limited customer service between 6:00-8:00 a.m. and 5:00-6:00 p.m.

H-1B Visa Sponsorship

We are unable to sponsor or take over sponsorship of an employment Visa.

BENEFITS

The State of Texas offers a variety of benefits for you and your family that are comprehensive and, on average, make up about one-third of total compensation. Benefits include:

Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Careers Section , you may check the status of your application by accessing your profile and selecting My Jobpage and then selecting My Submissions. To be considered for the position, applicants must complete additional supplemental questions, optionally provide EEO information including how you heard about the job, and provide an electronic signature in the CAPPS Career Section.

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  A valid government-issued driver’s license, which is recognized by the Texas Department of Public Safety and in good standing, and an acceptable driving record are required. TDA will verify this information with the Texas Department of Public Safety. Applicants with a driver’s license not issued by the State of Texas should obtain and be prepared to provide a copy of their current driving record on or before their first day

Background Checks: A criminal conviction records check is required for applicants who are selected for a position.

**Foreign Credentials: upload an evaluation of your coursework if you have obtained a degree(s) from a school outside of the United States; otherwise, we cannot give you credit for your degree. Some organizations that provide evaluation services are:

Foreign Credential Services of America

SpanTran: The Evaluation Company

Global Credential Evaluators, Inc.

Equal Employment Opportunity (EEO): TDA is an equal employment opportunity (EEO) employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, military status, or protected activity.

Reasonable Accommodations: If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview or an HR representative at 512-463-7423. Whenever possible, please give the hiring or HR representative sufficient time to consider and respond to your request.

TDA participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee's Form I-9 to confirm work authorization.

Military and Former Foster Child Employment Preference: TDA complies with the provisions of the veterans and former foster child employment preference acts. Please contact our Human Resources-Veterans Liaison at (512) 463-7454 for assistance.

Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Administrative Support MOS Codes.