THECB - Administrative Assistant III (Workforce Education)

General Description:
Assists in the management of grant programs in the Workforce Education (WE) Division, including working with institutions of higher education, governmental agencies, professional associations, and stakeholders to maintain effective relationships for those that are seeking workforce-associated grant opportunities.

Performs complex administrative support work which involves performing clerical, technical, and program support tasks that include but are not limited to coordinating travel, entering purchasing requests, scheduling meetings, assembling and disseminating materials for meetings and workshops, coordinating active and archived files, and performing administrative support work pertinent to daily operations. Work also Involves servicing a variety of contracts and invoices for grant programs that are administered by the division. Applying appropriate Family Education Rights and Privacy Act (FERPA) standards at all times is required.

Work requires demonstration of the knowledge, skills, and abilities outlined below, works under general supervision, with moderate latitude for the use of initiative and independent judgment. This position reports to the Senior Director of Operations for the Division of Workforce Education. 

General Duties and Responsibilities:
•    Supports the management of grant program workflow tasks in collaboration with designated staff, including outreach, communications, funding transactions, compulsory compliance activities such as interim and final reporting by grantees, public Information requests and audit/archive requirements.
•    Supports work ln collaboration with designated staff relevant to the department's oversight of programs and grants, including preparation and dissemination of information concerning grant opportunities such as the Texas Reskilllng and Upskllling through Education (TRUE) grant, Perkins Basic grant, and Perkins Leadership grant, which undertake development and an approval process for Requests for Applications (RFAs) and program announcements,
•    Demonstrates exemplary service orientation and receptivity to inquiries about grant programs, by routinely offering help and making correct referrals,
•    Processes complex contracts, Notice of Grant Awards (NOGAs), grant agreements and invoices related to workforce education programs and grants using the CAPPS Financial system and other relevant platforms in a timely manner,
•    Routes, monitors, and logs files for the electronic routing chain within the agency,
•    Collaborates with designated staff and the Division of Information Solutions and Services (ISS) staff on technical aspects of webcasting and maintaining and improving the website.
•    Completes necessary administrative activities to maintain the audit and archive processes for the department and division.
•    Works In a team with other administrative staff to manage and coordinate administrative tasks for the division.
•    Maintains appropriate tools, resources, and calendars to track administrative tasks and activities. .
•    Creates and generates various correspondence, letters, memoranda, templates, forms, and reports utilizing database, spreadsheet, and word processing software in Windows and other software environments.
•    Prepares and submits purchase requisitions for office supplies, and other office materials as needed utilizing the appropriate platform, including preparing contracts and agreements, payment vouchers, invoices, purchase, and cancellation vouchers.
•    Helps coordinate schedule and prepare for work group meetings, workshops and other activities including the following tasks: recording/broadcasting, reserving rooms, communicating with committee members, assuring information is posted to the agency website, registration, virtual meeting logistics, preparing and distribution of meeting materials, coordinating meals, and other relevant activities.
•    May be asked to perform other general office duties such as securing meeting rooms, preparing items for mailing, maintaining copiers with paper and supplies, making copies for open request documents, etc.
•    Performs other duties as assigned.

Knowledge, Skills, and Abilities:
•    Knowledge of Microsoft Office Suite products.
•    Knowledge of the virtual meeting environment.
•    Knowledge of the Importance of following program rules in the administration of grant programs.
•    Knowledge of business English, spelling, and punctuation.
•    Knowledge of the fundamentals of maintaining a filing system.
•    Skill in organization and strong attention to detail.
•    Skill in using personal computers, databases, and general office software, Including Microsoft Word, Outlook, PowerPoint, Excel, SharePoint, Zoom, TEAMS.
•    Ability to be trained in new software applications as these are adopted by the agency.
•    Ability to think, work and communicate effectively, using appropriate writing and verbal communication skills while performing all aspects of the job.
•    Ability to exercise good judgment, tact, and wisdom in communicating with staff, constituents, other employees, and the public.
•    Ability to portray and facilitate positive and effective communications.
•    Ability to establish and maintain effective working relationships with staff, constituents, other employees, and the public.
•    Ability to work in a fast-paced environment, work under pressure, and meet strict deadlines.
•    Ability to accept and follow instructions in a variety of forms.
•    Ability to prioritize work and manage multiple tasks efficiently.
•    Ability to initiate and complete tasks with limited supervision and make decisions using appropriate professional judgment and reasoning.
•    Ability to adhere to strict rules for confidentiality.

Military Crosswalk: https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

Required Minimum Education and Experience:
•    Graduation from an accredited senior high school or equivalent.
•    Minimum of four years’ full-time work experience of administrative support work relevant to the position responsibilities.
•    Bachelor's degree from an accredited college or university may be substituted for the required work experience up to four years.

Preferred:
•    60 semester hours of coursework from an accredited college or university.
•    Additional years of relevant work experience related to the position responsibilities.

Physical Requirements and/or Working Conditions:
Work is performed in a standard office environment and requires:
•    Regular, reliable, and punctual attendance at work.
•    Frequent use of personal computers, copiers, printers and telephones.
•    Frequent sitting.
•    Frequently works under deadlines, as a team member, and in direct contact with others.

Workforce:
Must be able to:
•    Demonstrate knowledge of customer service deliverables.
•    Show flexibility and adaptability toward changes in assignments and work schedules, working extended hours, as necessary.
•    Adhere to the organization's internal management policies and procedures.
•    Contribute to the agency's performance measures and mission.

Application Requirements:
The Texas Higher Education Coordinating Board is an Equal Opportunity Employer. A State of Texas application is required to apply. For more information on how to apply for this position, go to the Coordinating Board’s employment opportunities website at https://www.highered.texas.gov/careers/.

The Texas Higher Education Coordinating Board participates in E-Verify for each new employees’ Form I-9 to confirm work authorization. For questions, please call the HR Department at 512-427-6190. For vocal and/or hearing assistance call 7-1-1.

Notes to Applicant:
If you require any reasonable accommodation for the interview process, please inform the hiring representative who calls to schedule your interview. This position has been designated as a security sensitive position. A criminal background investigation will be conducted on the final candidate for this position.

Your job application must be completely filled out. Your application must contain dates of employment, job titles, name of employer and a description of duties performed in a way that demonstrates you meet the minimum qualifications for the position for which you are applying. Resumes do not take the place of the requirement to include this information on the application. If this information is not submitted, your application may be rejected because it is incomplete.

Veterans Information: THECB is committed to hiring Veterans. To receive Veteran’s Preference, a copy of the FORM DD214 -member #4, must be attached when submitting your application.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: THECB does not discriminate on the basis, of race, color, religion, sex, national origin, age, or disability in employment or the provision of services.

Job offer and continuation of employment with THECB is contingent upon:
•    Proof of education and experience listed on the application.
•    Eligibility/authorization to work in the U.S.
•    Satisfactory results from a pre-employment criminal history background check.
•    Compliance with the Selective Service Law for males ages 18-25. Please be advised that under Texas law, names and other information concerning applicants or nominees may be subject to disclosure upon request.

THECB does not allow dual employment with other state of Texas agencies or institutions.

Skills assessment may be conducted at time of interview

No phone calls or emails, please. Due to the high volume of applications, we do not accept telephone calls and cannot reply to all email inquiries. Only candidates selected for interview will be contacted.