GENERAL DESCRIPTION

• Performs advanced (senior-level) professional assistance work for the Deputy AG For Civil Litigation. Work involves overseeing high-level administrative operations, as well as establishing goals and objectives; developing guidelines, procedures, rules, and regulations; developing schedules, priorities, and standards for achieving established goals; coordinating and evaluating division activities. May assign and/or supervise the work of others. This position requires excellent judgment and decision-making and the use of initiative and independent judgment.
• 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 weekly reports. Protecting Texans Report, Settlement Report/Tracking; coordinates orientation for all new division employees; coordinates offboarding of departing employees
• Assists the Deputy AG for Civil Litigation with administrative duties, such as preparing regular and special administrative reports and communications; maintaining calendars; scheduling meetings and appointments; drafting letters, memos, agendas, and other communications; preparing attending and documenting meetings; creating spreadsheets and complex data analysis; assisting with procurement requests; assisting with inventory, office space, and telecommunication needs for Executive Administration; coordinating and maintaining official records in compliance with the agency’s Records Retention Schedule and records management requirements; preparing travel vouchers and documentation related to work-related travel and responding to telephone calls and inquiries
• Assists with duties that include: preparing, proofreading, and editing legal and administrative documents; arranging interviews; checking citations, quotations, footnotes, and references for accuracy; maintaining record-keeping and filing systems
• 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

MINIMUM QUALIFICATIONS

• Executive Assistant III:
  • Education: Graduation from high school or equivalent
  • 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: legal assistant, office manager, executive assistant
  • Experience: Six years of full-time experience working in the following (or closely related) fields: legal assistant, office manager, executive assistant, administrative assistant
  • Knowledge of Microsoft Word, Outlook, Excel
  • Superior customer service and listening skills
  • 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
  • Skill and ability to maintain proper, courteous, and helpful telephone etiquette
  • Skill and ability to maintain excellent punctuality and attendance
  • Skill and ability to tolerate stress
  • Skill and ability to be honest, reliable, trustworthy, respectful, and professional at all times
  • 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 work space 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 be impeccably dressed in business attire and work in a public location
  • Ability to portray agency and Executive Administration in a very positive manner
  • 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%
• Executive Assistant IV: All above minimum qualifications, PLUS:
  • One additional year of full-time experience working in the following (or closely related) fields: legal assistant, office manager, executive assistant, administrative assistant

PREFERRED QUALIFICATIONS

• Friendly, pleasant, self-motivated, organized personality with a dedication to teamwork

TO APPLY
To apply for a job with the OAG, electronic applications can be submitted through either CAPPS Recruit or Work in Texas. 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/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER