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TxDMV - Executive Office Administrator (Austin, TX)

TEXAS DEPARTMENT OF MOTOR VEHICLES

Austin, TX

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JOB DETAILS
SKILLS
Administrative Policies, Administrative Procedures, Administrative Skills, Analysis Skills, Board Meeting, Budget Forecasting, Budgeting, Business Continuity Planning (BCP), Conferences, Consumer Protection, Customer Support/Service, Data Collection, Disaster Recovery, Executive Assistant Skills , Executive Recruiting, Government Relations, Human Resources, Human Resources Management, Leadership, Logistics, Logistics Management, Mentoring, Microsoft SharePoint, Needs Assessment, Onboarding, Operational Improvement, Operations Management, People Management, Performance Analysis, Performance Reviews, Plan Meetings, Policy Implementation, Prepare Correspondence, Presentation/Verbal Skills, Procedure Implementation, Purchasing/Procurement, Risk Analysis, Scripting (Scripting Languages), Standard Operating Procedures (SOP), State Laws and Regulations, State Library, Technical Support, Training/Teaching, Travel Planning
LOCATION
Austin, TX
POSTED
2 days ago
Please paste the following URL into a browser to view the entire job posting in the CAPPS Career Section: https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00058976
You may apply to the job directly through the CAPPS Career Section. It is not necessary to apply both through Work In Texas and CAPPS Career Section
This position is required to work at TxDMV headquarters located in Austin, TX.State Title: Management Analyst IVSUBMISSION OF APPLICATION:To apply for this position, select the and#8220;Apply Onlineand#8221; button. Complete your on-line applicant profile and the State of Texas Application for Employment. TxDMV does not accept paper applications.Effective January 23, 2026:and#183; You will be required to attach a resume to your application which will be used for screening purposes.and#183; Please ensure your rand#233;sumand#233; is detailed and specific, including a full employment history (full time or part time), education, licenses, and skills.and#183; Your rand#233;sumand#233; must include the month and year for start and end dates for each listed employer.and#183; Failure to fully complete the application requirements and pre-screening questions may disqualify you for consideration for this position.Applicants who require accommodation for the interview process should contact Human Resources at 512-465-5612 when contacted to schedule an interview.GENERAL DESCRIPTIONOur mission at the Texas Department of Motor Vehicles (TxDMV) is to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services. We are a dynamic state agency dedicated to customer service, consumer protection and the success of motor vehicle-related industries.Performs advanced, senior-level administrative and professional support work for the Texas Department of Motor Vehicles (TxDMV) Executive Directorand#8217;s Office (EDO). Provides high-level administrative and technical assistance to the Executive Director and EDO staff. Responsibilities include coordinating and managing administrative operations to ensure organizational efficiency; greeting visitors; handling incoming communications; developing and maintaining administrative policies and procedures; coordinating meetings and related logistics; arranging travel; and providing administrative support for Board and advisory committee meetings in a professional manner. The position requires frequent interaction and coordination with the TxDMV Board, State Legislative Offices, and external stakeholders. May provide guidance and assign work to others. Works under minimal supervision with significant latitude for initiative, independent judgment, and decision-making.ESSENTIAL DUTIESDirectly supports the Executive Director (ED) and serves as back-up support to the Deputy Executive Directors (DEDs). Provides high-level administrative and technical assistance to the EDO. Serves as a liaison and provides guidance between EDO, divisions, and program staff. Identifies and recommends areas for improvement and efficiency. Receives ED signature requests, reviews materials, process requests or recommends revisions, additional content, and/or changes in format.Manage EDand#8217;s calendar, meetings, conferences. Manages travel logistics. Coordinates with the Government Relations Office for ED speaking engagements. Handles day-to-day in-house administrative operations. Collaborates with TxDMV staff to communicate needed information and services to internal and external customers.Serves as TxDMV point of contact for incoming Executive Leadership and Executive Leadership Support Staff. Develops and maintains SharePoint sites containing but not limited to resources, tools, policies, and procedures. Provides guidance and support to new incoming department executives to ensure a smooth acclimation. Manages human resources activities for departing, interim and hiring executive staff. Serves as Liaison for CAPPS Recruit. Coordinates the preparation and exec tion of new executive onboarding by serving as one of two mentors for onboarding Executive Leadership. Works with Human Resources Division (HRD) to keep the TxDMV Division Director Onboarding Manual up to date.Develops and/or modifies executive administrative program policies and procedures. Interprets administration and administrative policies, and procedures. Analyzes internal procedural and policy for areas of improving operations. Implements approved procedural and policy changes.Leads the efforts of the ongoing Executive Leadership Support Staff workgroup. Provides training, identify training needs and opportunities for support staff professional development. Monitors staff progress. Facilitates Support Staff meetings. Coordinate annual workshops. Develops and/or provides educational resources, informational communication, and standard operating procedures.Prepares correspondence, meeting documents, memorandum, presentations, agendas, and reports.Attends various meetings, gathers summary and action items. Tracks action items and follows up on actions and coordinates with division staff. May provide meeting summary and action items. Coordinates meeting logistics for Executive Team Meetings, EDO briefing meetings, TxDMV Town Halls, Shop Talk, and roundtables. Coordinates the Executive Team Workshop logistics, develops materials, secures facilitators, and other activities.Prepares ED with board meeting materials and script and/or speaking points. Coordinates collection of reports, other support materials for ED. Serves as back up to the TxDMV Board Liaison and provides position functions and responsibilities.Coordinates Executive, dual, and board direct reporting employee performance evaluations. The process includes but is not limited to supervision competency, peer-to-peer surveys, and analysis reports. Coordinates board direct or dual reporting members process to includes but is not limited to obtaining Board Memberand#8217;s feedback and analysis reports.Monitors the EDO and Board budget. Responsible for overseeing procurement activities and submitting procurement requests. Assist with preparation of budget forecasting. Maintains contracts and applicable cross-division contracts. Monitors contract obligations and submits appropriate documentation of concerns.Maintains and submits content, documents, and/or creating new sections for EDO TxDMVand#8217;s internet and intranet site. Assists with Board intranet, SharePoint sites.Serves as the EDO Continuity of Operations Coordinator for the TxDMV Business Continuity Disaster Recovery Planner. Maintains EDO and applicable content of the Continuity of Operations Plan (COOP). Participates and serves in a supporting role to meet the TxDMVand#8217;s obligations for disaster response and recovery activation.Develops and administers the EDO filing system, including electronic records retention in accordance with the state law and State Library and Archives Commission requirements. Serve as EDO point of contact for open records requests. Receives and coordinates the collection data requested in response to requests.Monitors the legislative tracking system, reports and identifies escalated risks and issues. Coordinates collection of legislature hearings and meeting materials for the ED. Coordinates meetings with legislative offices.Assist with TxDMV activities. Develops and executes special projects and assignments. Performs other job-related duties as assigned.The above statements are not a complete list of all responsibilities, duties and skills held or performed by employees in this job. Employees may perform other related duties as assigned.
Qualifications: MINIMUM REQUIREMENTSEducation and ExperienceBachelor's degree from an accredited college or university plus three (3) yearsand#8217; experience directly supporting an executive level position. Additional experience in executive support may be substituted for education on a year-per-year basis. (E

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TEXAS DEPARTMENT OF MOTOR VEHICLES