GLO - Surveying Office Administrator (Executive Assistant II)

The Texas General Land Office is seeking a Executive Assistant (Surveying Office Administrator) within the Surveying Services Department of the agency. Performs highly complex (senior-level) professional assistance work for the Surveying Services Deputy Director. Work involves coordinating high-level administrative operations of Surveying Services. Tracking the status of all assigned work and deadlines, monitoring the Surveying Services operational budget spreadsheet, and completing all travel arrangements, expense reports, and procurement for the division. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement. Our Mission: The Texas General Land Office primarily serves the schoolchildren, veterans, and the environment of Texas. The agency does so by preserving our history, maximizing state revenue through innovative administration, and through the prudent stewardship of state lands and natural resources. What Your Contributions to the GLO Will be: · Provides administrative and technical assistance to the Deputy Director of the Surveying Services Division and provides support for division managers/supervisors and staff as necessary. Communicates assignments to staff. Develops a system to track the status of all assigned work and deadlines and keeps the Deputy Director informed of progress or delays. Answers phones, takes messages and greets visitors to Surveying Services. Screens Deputy Director calls, arranges conference calls, arranges Teams and/or Zoom meetings, manages his calendar, and confirms calendar adjustments when required. Reviews all documents, correspondence, memorandum, presentation materials, spread sheets, and other documentation for accuracy and correct formatting. · Monitors and tracks Surveying Services operational budget spreadsheet and provides monthly updates. Tracks and processes all procurement requests via CAPPS Purchasing for Surveying Services, ensures goods and services have been provided and all invoices are timely processed. Processes all travel plans for Deputy Director and 14 staff of Surveying Services to include: conference reservations, registration fees, booking travel arrangements/plans, transportation, and provides itineraries. Completes required presentation and other materials for Deputy Director and staff. Processes expense and mileage reports for Deputy Director and staff. · Coordinates calendar, meetings, and conferences. Develop agendas, meeting materials, takes notes and follows up on action items related to the School Land Board docket items, Land Patent requests, Deeds of Acquittance, Vacancy Applications, and customer inquiries and/or requests. Coordinates conference details including: meeting space, materials, registration, speakers, and other necessary items. The Texas General Land Office is seeking a Executive Assistant (Surveying Office Administrator) within the Surveying Services Department of the agency. Performs highly complex (senior-level) professional assistance work for the Surveying Services Deputy Director. Work involves coordinating high-level administrative operations of Surveying Services. Tracking the status of all assigned work and deadlines, monitoring the Surveying Services operational budget spreadsheet, and completing all travel arrangements, expense reports, and procurement for the division. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement. Our Mission: The Texas General Land Office primarily serves the schoolchildren, veterans, and the environment of Texas. The agency does so by preserving our history, maximizing state revenue through innovative administration, and through the prudent stewardship of state lands and natural resources. What Your Contributions to the GLO Will be: · Provides administrative and technical assistance to the Deputy Director of the Surveying Services Division and provides support for division managers/supervisors and staff as necessary. Communicates assignments to staff. Develops a system to track the status of all assigned work and deadlines and keeps the Deputy Director informed of progress or delays. Answers phones, takes messages and greets visitors to Surveying Services. Screens Deputy Director calls, arranges conference calls, arranges Teams and/or Zoom meetings, manages his calendar, and confirms calendar adjustments when required. Reviews all documents, correspondence, memorandum, presentation materials, spread sheets, and other documentation for accuracy and correct formatting. · Monitors and tracks Surveying Services operational budget spreadsheet and provides monthly updates. Tracks and processes all procurement requests via CAPPS Purchasing for Surveying Services, ensures goods and services have been provided and all invoices are timely processed. Processes all travel plans for Deputy Director and 14 staff of Surveying Services to include: conference reservations, registration fees, booking travel arrangements/plans, transportation, and provides itineraries. Completes required presentation and other materials for Deputy Director and staff. Processes expense and mileage reports for Deputy Director and staff. · Coordinates calendar, meetings, and conferences. Develop agendas, meeting materials, takes notes and follows up on action items related to the School Land Board docket items, Land Patent requests, Deeds of Acquittance, Vacancy Applications, and customer inquiries and/or requests. Coordinates conference details including: meeting space, materials, registration, speakers, and other necessary items. Minimum Qualifications: · Graduation from an accredited four-year college or university in business administration or a related field. · One (1) to two (2) years experience in administration management, travel arrangements, registration, expense reconciliation, purchasing, and scheduling at an executive level. · Experience in Microsoft 365/Office Suite (Word, Excel, Power Point, Outlook), Google Suite, and Adobe. · Experience and education may be substituted for one another. Physical Requirements: This position requires the employee to primarily perform sedentary office work; however, mobility (moving around the work-site) is routinely required to carry out some of the duties. normal cognitive abilities including the ability to learn, recall, and apply certain practices and policies; marginal or corrected visual and auditory requirements; constant use of personal computers, copiers, printers, and telephones; the ability to move about the office to access file cabinets and office machinery; requires the stamina to maintain attention to detail despite interruptions; frequent sitting and/or remaining in a stationary position; ability to move and transport records, documents, boxes and all related information and materials, weighing up to 20 pounds; the ability to work under deadlines, as a team member, and in direct contact with others; and the ability to remain stationary for long periods of time when commuting to and from assigned destination and when traveling on state business including field work and training assignments Preferred Qualifications: · Experience working with CAPPS. · Experience in handling confidential, sensitive, and proprietary information. · Advanced experience in managing complex, fast-paced, and frequently changing calendars/schedules at an executive level. · Expert knowledge of English grammar, spelling, capitalization, and punctuation, with the ability to write concise, error-free prose. · Excellent verbal and written communication skills, with the ability to interact professionally with internal and external customers. · Exhibits attention to detail in proof-reading documents, instruments, and other important papers. Compensation and Benefits: · Free Parking · Defined Retirement Benefit Plan Optional 401(k) and 457 accounts · Medical Insurance - State pays 100% of the health plan premium for eligible full-time employees and 50% of the premium for their eligible dependents. The State pays 50% of the eligible part-time employees’ premium and 25% for eligible dependents. · Optional Benefits such as dental, vision, and life insurance. · Minimum of 96+ Hours of Annual Leave a year **Annual leave increases with length of service. · Professional Development Opportunities: The GLO offers numerous courses to help our employees grow using resources through LinkedIn Learning and our EAP provider. Veterans: Use your military skills to qualify for this position or other jobs! Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications and skill sets. Also, you can compare this position to military occupations (MOS) at the Texas State Auditor%27s Office by pasting this link into your browser: Military Crosswalk for Occupational Category - Administrative Support How to Apply: · To be considered, please complete a State of Texas Application for Employment and apply online at www.workintexas.com or in the CAPPS Career Section . · You may apply for the job directly through the CAPPS Career Section. It is not necessary to apply both through Work in Texas and the CAPPS Career Section. · Applications must be fully completed with a detailed job history, including job title, employment dates, employer name, supervisor%27s name and phone number, and a summary of responsibilities. Incomplete applications may lead to disqualification. Please be aware that resumes will not be accepted in place of a completed application. · In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. · A position utilizing this classification will be designated as security sensitive according to the Texas Labor Code, Section 301.042. · Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa. Minimum Qualifications: · Graduation from an accredited four-year college or university in business administration or a related field. · One (1) to two (2) years experience in administration management, travel arrangements, registration, expense reconciliation, purchasing, and scheduling at an executive level. · Experience in Microsoft 365/Office Suite (Word, Excel, Power Point, Outlook), Google Suite, and Adobe. · Experience and education may be substituted for one another. Physical Requirements: This position requires the employee to primarily perform sedentary office work; however, mobility (moving around the work-site) is routinely required to carry out some of the duties. normal cognitive abilities including the ability to learn, recall, and apply certain practices and policies; marginal or corrected visual and auditory requirements; constant use of personal computers, copiers, printers, and telephones; the ability to move about the office to access file cabinets and office machinery; requires the stamina to maintain attention to detail despite interruptions; frequent sitting and/or remaining in a stationary position; ability to move and transport records, documents, boxes and all related information and materials, weighing up to 20 pounds; the ability to work under deadlines, as a team member, and in direct contact with others; and the ability to remain stationary for long periods of time when commuting to and from assigned destination and when traveling on state business including field work and training assignments Preferred Qualifications: · Experience working with CAPPS. · Experience in handling confidential, sensitive, and proprietary information. · Advanced experience in managing complex, fast-paced, and frequently changing calendars/schedules at an executive level. · Expert knowledge of English grammar, spelling, capitalization, and punctuation, with the ability to write concise, error-free prose. · Excellent verbal and written communication skills, with the ability to interact professionally with internal and external customers. · Exhibits attention to detail in proof-reading documents, instruments, and other important papers. Compensation and Benefits: · Free Parking · Defined Retirement Benefit Plan Optional 401(k) and 457 accounts · Medical Insurance - State pays 100% of the health plan premium for eligible full-time employees and 50% of the premium for their eligible dependents. The State pays 50% of the eligible part-time employees’ premium and 25% for eligible dependents. · Optional Benefits such as dental, vision, and life insurance. · Minimum of 96+ Hours of Annual Leave a year **Annual leave increases with length of service. · Professional Development Opportunities: The GLO offers numerous courses to help our employees grow using resources through LinkedIn Learning and our EAP provider. Veterans: Use your military skills to qualify for this position or other jobs! Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications and skill sets. Also, you can compare this position to military occupations (MOS) at the Texas State Auditor%27s Office by pasting this link into your browser: Military Crosswalk for Occupational Category - Administrative Support How to Apply: · To be considered, please complete a State of Texas Application for Employment and apply online at www.workintexas.com or in the CAPPS Career Section . · You may apply for the job directly through the CAPPS Career Section. It is not necessary to apply both through Work in Texas and the CAPPS Career Section. · Applications must be fully completed with a detailed job history, including job title, employment dates, employer name, supervisor%27s name and phone number, and a summary of responsibilities. Incomplete applications may lead to disqualification. Please be aware that resumes will not be accepted in place of a completed application. · In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. · A position utilizing this classification will be designated as security sensitive according to the Texas Labor Code, Section 301.042. · Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa.

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