Coordinates the administrative support functions of the Executive Director’s office. Directly responsible for interacting with the Board of Directors on the Executive Director’s behalf. Provides direct organizational support to the Executive Director and the Board of Directors. Under the Supervision of the Executive Director.
EXAMPLE OF WORK PERFORMED
• Interacts directly with the Board of Directors on the behalf of the Executive Director. Responsible for providing Board support services.
• Responsible for providing assistance to Chief Elected Officials with Board appointments.
• Processes Board appointments and terms of office with TWC, City and County personnel and other appropriate entities.
• Processes changes in Chief Elected Officials and forwards to the TWC State office.
• Responsible for planning and coordination of Board orientations and Board member’s travel arrangements on behalf of the board.
• Responsible for collecting, reviewing, and changing, if necessary, Board member travel reimbursement requests and forwarding to Director of Financial Administration.
• Responsible for securing facilities for Board meetings, orientations, and training sessions. Is responsible for assuring that room set up is appropriate, as well as being sure appropriate equipment is available.
• Responsible for releasing Board meeting notices to members and interested persons, as well as posting meeting notices with the appropriate county and city clerks in accordance with the Texas Open Meetings Act.
• Responsible for releasing Board Subcommittee meeting notices to appropriate committee members.
• Is responsible for coordinating Board meeting handouts or packets, placing in correct order for the Board handbooks and having appropriate number of copies for Board members, staff, and interested persons.
• Responsible for taking or arranging to have taken minutes of all board meetings. Minutes are to be accurate and released to the Board in a timely fashion.
• Ensures timely dissemination of information to the Executive Director’s management team.
• Ensures the maintenance of state and local issuance system.
• Acts as parliamentarian for all Board meetings. Responsible for assuring that all meetings conform to proper parliamentarian procedures.
• Assures that all changes to any Board and/or Agency related bylaws, articles, or charter is made in an accurate and timely fashion.
• Maintains the administrative resource library to include pertinent media and public coverage of the Board.
• Coordinates communications with the Executive Committee and Chief Elected Officials as necessary. Coordinates media releases and press conferences as necessary.
• Assists Executive Director in staff meetings.
• Assists the Executive Director in communicating with state and national associations pertinent to WDA.
• Assures that all correspondence received by or sent out by the Executive Director is handled correctly and timely. Composes general correspondence on behalf of Executive Director or Board members.
• Arranges for and facilitates clerical assistance to the Executive Director and the Board.
• Responsible for planning and coordination of other staff travel arrangements as appropriate.
• Responsible for maintaining inventory of potential service deliverers.
• Responsible for direct supervision of the Executive Secretary/Receptionist.
• Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.
• Answers calls and directs calls to appropriate staff member or takes messages.
• Types, edits and proofreads correspondence, articles, letters, memoranda, and reports, specifications, vouchers, manuals, legal documents, and minutes on general or technical subjects; takes and transcribes dictation.
• Greets visitors in a friendly, professional manner and notifies appropriate staff member of visitor’s presence.
• Opens and distributes mail; assembles related material for use by supervisor in answering mail.
• Maintains files and records and prepares reports from a variety of material.
GENERAL QUALIFICATION GUIDELINES:
Education and Experience:
Associate’s degree (A.A.) or equivalent from two-year college or technical school in Business, Social Services, or a related field; two to three years experience in office administration, executive secretarial, administrative services.
Other Skills and Abilities:
Effective professional presentation skills, including writing ability, oral presentations skills, and strong organizational capability. Knowledge of general office administration; office protocol; parliamentarian procedures; strong knowledge of the Workforce Investment Act, JOBS, Food Stamps Employment and Training, Child Care Management System, Welfare-to-Work, Temporary Assistance for Needy Families (TANF) Texas Workforce Commission, Department of Labor and local governmental rules, regulations and procedures applicable to the programs administered by the Board.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Ability to interact effectively with Board members, staff subcontractors, and the general public in a professional manner; compose complex correspondence and documentation.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; teach with hands and arms; and talk or hear. The employee is frequently required to walk. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance visions, and the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.