LOTTERY - Executive Administration Coordinator (Executive Assistant IV) (00043381)

Organization: TEXAS LOTTERY COMMISSION

Primary Location: Texas-Austin

Work Locations: TLC AUSTIN HEADQUARTERS 1801 Congress Ave Austin 78701

Job: Office and Administrative Support

Employee Status: Regular

Schedule: Full-time

Standard Hours Per Week: 40.00

Travel: Yes, 5 % of the Time

State Job Code: 0166

Salary Admin Plan: B

Grade: 23

Salary (Pay Basis): 6,166.67 - 6,916.67 (Monthly)

Number of Openings: 1

Overtime Status: Exempt

Job Posting: Jul 1, 2024, 9:43:32 AM

Closing Date: Jul 16, 2024, 11:59:00 PM

Description

About the Texas Lottery Commission

Our Mission Statement: The Texas Lottery is committed to generating revenue for the State of Texas through the responsible management and sale of entertaining lottery products. The Texas Lottery will incorporate the highest standard of security, integrity, and responsible gaming principles, set and achieve challenging goals, provide quality customer service and utilize a team approach.

Texas Lottery Commission is a great place to work!

Our headquarters is located on the new Texas Capital Mall in the George H.W. Bush Building directly across from the Bob Bullock Museum and across from the University of Texas. We have multiple field offices across the state. We provide free parking for all our employees.

We offer competitive compensation, including an upcoming 5% salary increase for all employees which will take effect September 1, 2024; merit increases for outstanding performance; longevity payments after two years; opportunities for hybrid work from home for qualifying positions; generous paid leave; health insurance; dental and vision insurance; numerous state and federal holidays; tuition assistance; state employee discounts; 401(k) and 457 and a cash balance pension for employees entering state service after September 1, 2022.

Job Summary:

Performs highly advanced (senior-level) professional assistance work for the Executive Director and the Texas Lottery Commissioners. Work involves coordinating or overseeing high level administrative support operations of the agency, including managing day-to-day activities of the executive division. Handles confidential and sensitive information. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment. Works in a manner that exemplifies and supports the agency’s core values of integrity, responsibility, innovation, fiscal accountability, customer responsiveness, teamwork, and excellence. This position reports to the Executive Director.

Qualifications

High school diploma or GED equivalent is required. Graduation from an accredited four-year college or university with a degree in Business Administration or related field is preferred.

Six years experience in administrative support work is required.

Three years experience as an executive or administrative assistant for a senior level executive is required.

Three years experience reviewing and communicating policies and procedures is required.

Experience with personal computers to include experience with Microsoft Word, Microsoft Excel, Microsoft Teams, multi-user databases, and e-mail is required.

Must be willing to travel up to 5% for job-related purposes as required.

Must be willing to work evenings, weekends, and holidays as workload may require.

Three years experience working with a board of directors or commission members of a state agency is preferred.

Experience managing multiple priorities, tasks, and functions is preferred.

Experience preparing, tracking, and distributing correspondence, documents, and reports is preferred.

Experience in the preparation and tracking of budgets is preferred.

Knowledge, Skills, and Abilities:

Knowledge of the Texas Lottery Commission and the State Lottery Act.

Knowledge of accepted business practices and procedures; of applicable rules, regulations, and policies; and of related legislative and legal practices and procedures.

Considerable experience in, and thorough knowledge of, modern office equipment, (i.e., personal computer, other computer systems, and software applications), practices and procedures.

Excellent time management and organizational skills with attention to detail.

Ability to organize and coordinate cross-divisional projects and assignments.

Ability to handle high level administrative issues, to maintain a high degree of integrity, and to maintain confidentiality.

Ability to handle multiple tasks, coordinate multiple priorities, work well under deadlines, and function effectively in a fast-paced environment.

Ability to work well in a team environment with all divisions of the Commission.

Ability to establish and maintain effective working relationships with supervisor and co-workers, Commission staff, vendors, and the public.

Ability to communicate effectively both orally and in writing with high-level executives and diverse groups of people.

Ability to demonstrate superior customer service skills by maintaining a pleasant and professional manner while communicating with others in a timely manner.

Ability to solve work-related problems,

Ability to follow detailed oral and written instructions.

Ability to prepare clear and concise reports, documents, and correspondence.

Ability to lead independent projects with general supervision.

Physical and Mental Requirements:

Must be able to sit or stand for extended periods of time, work under deadlines, and operate standard office equipment and computer software.

Essential Job Functions:

Oversees the review and evaluation of administrative practices, programs, and assignments; and manages day-to-day activities of the executive division.

Provides highly advanced professional administrative and technical assistance to the Executive Director.

Provides highly advanced professional administrative support to the agency’s Commissioners.

Directs interaction with Division Directors and agency management team members to facilitate Executive Director’s communications.

Serves as primary point of contact for the agency’s Commissioners regarding subcommittee work, including preparing and reviewing agendas, meeting notes, and calendars.

Plans, prepares, coordinates, or oversees the preparation of periodic correspondence, special reports, manuals, and publications, including the coordination and tracking of cross-divisional projects and assignments.

Develops, reviews, interprets, and communicates administrative policies and procedures and makes administrative decisions.

Oversees the review and evaluation of work content for the purpose of developing effective administrative practices and formulating policies which may contribute to the improvement of public services provided by the Texas Lottery Commission.

Advises and provides technical guidance and direction to the Executive Director, management, or other staff on administrative matters and agency activities within the Commission.

Keeps the Executive Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Prepares, reviews, and finalizes notices, agendas, and handouts for distribution and/or posting for meetings and hearings.

Assists the Executive Director with general human resource management actions.

Assists in budget preparation.

Prepares, coordinates, tracks, processes, and distributes incoming/outgoing correspondence and documents.

Coordinates complex scheduling and calendar management for the Executive Director and coordinates appointments, meetings, and conferences, as well as content and dissemination of information to agency management team members.

Manages travel itineraries, coordinates travel, and completes expense and mileage reports.

Compiles and reconciles timekeeping, travel, and related administrative records.

Coordinates responses to Open Records Requests as well as oversees records retention and management of Executive Administration information.

Performs related duties as assigned.

The Texas Lottery Commission is an Equal Opportunity Employer

APPLICATION PROCESS

Applications must be completed online through CAPPS Recruit by 11:59 p.m. on the posting's closing date. When a job opening is posted Open Until Filled, it is best to apply as quickly as possible, as the posting may close or be placed on hold at any time with or without prior notification.

All applicants must submit a thoroughly completed on-line application through CAPPS Recruit, answering all applicable questions, whether starred with an asterisk or not. Applications must contain complete job histories, 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.

Instructions for completing the on-line State of Texas Application for Employment can be found here:

https://www.texaslottery.com/export/sites/lottery/About_Us/Employment_Opportunities/how_to_apply.html

Please be aware that additional information or documents will not be accepted for purposes of determining eligibility after the closing date.

Applications will NOT be accepted via mail, hand delivery, fax, or email.

Qualified applicants selected for interviews will be contacted by the agency. If you are scheduled for an interview and require any reasonable accommodation in the interview process, please inform the hiring representative who calls you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

All candidates recommended for a position will be subject to an extensive criminal background investigation, including fingerprinting. The State Lottery Act contains provisions that set out causes for rejection if applicable. All positions are employment at will.

Inquiries regarding the status of an application will be answered as time and agency resources allow.

RELATED MILITARY OCCUPATIONAL SPECIALTY CODES

Veterans, Reservists, or Guardsmen with a MOS or additional duties or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are encouraged to apply.

Additional Military Crosswalk information can be accessed at: https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

SELECTIVE SERVICE REGISTRATION

In accordance with legislation effective September 1, 1999, male candidates aged 18 to 25 are required to show proof of selective service registration (or exemption) prior to an offer of employment. Such proof is not required to be filed with an application but must be provided upon request by the Human Resources office.

E-VERIFY

This employer participates in E-Verify and will provide the Social Security Administration (SSA) and if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.