Job description
Essential FunctionsOur mission is simply stated: ERS offers competitive benefits to enhance the lives of its members. Each team member across the agency contributes to our ongoing success.
Seeking experienced Executive Assistant to perform advanced (senior-level) professional assistance work for the Director and Assistant Director of the Group Benefits Division. Work involves overseeing high-level administrative operations of the division. Responsibilities include screening calls; coordinating calendars; making travel, meeting and event arrangements; preparing reports and financial data; disseminating information, maintaining filing systems; providing administrative support or technical program assistance to the Group Benefits division; and customer relations. May serve as the director’s representative for internal meetings. Maintains sensitivity to confidential matters. Works under limited supervision of the Director of Group Benefits with considerable latitude for the use of initiative. May supervise the work of others.
Essential Functions includes, but is not limited to :
Performs executive level support responsibilities
Serves as Executive Assistant for Director and Assistant Director of Group Benefits regarding personnel and organizational matters
Assists the Director and Assistant Director of Benefit Contracts with general human resource management actions
Manages the calendars for the director and assistant director, resolves scheduling conflicts, prepares for meetings and activities; coordinates conference registrations and business travel
Provides high level divisional administrative and operational support
Communicates objectives, tasks, and decisions to staff on behalf of Division Director
Coordinates and prepares administrative assignments, programs, and other administrative matters within the division
Prepares, edits, and distributes correspondence, complex reports, studies, forms, and documents
Reviews and prepares legal documents, correspondence, and contracts
Prepares division’s Board of Trustees Agenda items and presentations
Serves as the division’s open records request (ORR/PIA) point of contact
Prepares and tracks division purchase requisitions; ensures requisitions align with division’s fiscal budget, serve as Procard user for the division
Oversees general communication deliverables for the division
Prepares presentation materials for quarterly Board of Trustee meetings and delivers these items timely
Reviews public Board of Trustee meeting agenda items and ensures these items are delivered timely
Produces well developed, professional correspondence free of grammatical, punctuation and spelling errors in emails, formal letters and general correspondence
Assist members of division’s leadership team
Exhibits sound judgment and the ability to make sound decisions independently.
Swiftly refers problems/issues to the appropriate person(s) when necessary.
Works independently to carry out a variety of critical and time-sensitive projects without supervision or guidance.
Coordinates responses to client (participant) issues and ensures issues are resolved in a timely manner
Establishes strong working relationships with internal and external stakeholders
Works as an integral member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting division’s priorities and goals.
Demonstrates an ability to work with diverse individuals and maintains cooperative working relationships with internal and external stakeholders.
Collaborates with the divisional management and work to form and accomplish mutual goals.
Provides technical guidance and direction on administrative matters to divisional leadership and staff
Serves as the divisional liaison for SharePoint, PeopleSoft, Workflow, and similar technologies.
Required Minimum Qualifications
Your application for employment must reflect how you meet each of the following minimum qualifications:
Graduation from an accredited four-year college or university. Each year of related experience may be substituted for one year (30 semester hours) of required college credit.
Three (3) years’ experience as a senior-level administrative or executive assistant professional or paralegal.
Two (2) years’ experience supporting a senior management or leadership position.
Two (2) years’ experience in drafting and proofing legal correspondence.
Two (2) years’ experience using Microsoft Word, Excel and PowerPoint.
Preferred Qualifications
Your application for employment should reflect how you meet the following preferred qualifications:
Two (2) years’ experience in drafting and proofing contracts.
Other Information
PLEASE NOTE : All 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.
Other Information: ERS operates in a hybrid work environment, with flexible work schedules available to all employees. This position may require access to privileged, confidential, or sensitive data. ERS will conduct either a TXDPS or FBI criminal history check on all new hires. For more information about this policy inquiries can be made to employment@ers.texas.gov .
How to Apply: Submit a State of Texas Application for Employment with an ERS Qualifications Form & other required materials, if any, to the ERS, Human Resources. Resumes will be accepted only as supplements to an application. Please contact a Human Resources representative if you need assistance or require accommodation during the application process.
Email: Employment@ers.texas.gov Web: www.ers.texas.gov
Fax: (512) 867-3161 Relay Texas TDD: (800) 735-2989
LinkedIn: https://www.linkedin.com/company/employees-retirement-system-of-texas/
Military Occupational Specialty (MOS) Codes
Veterans, Reservists, or Guardsmen with experience in the Military Occupational Specialty Codes listed below with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please, contact Human Resources at employment@ers.texas.gov with questions or for additional information.
Visit the State Auditor’s office webpage for access to additional Military Crosswalk information specific to this posting. (The Military Crosswalk appears under Occupational Category for each job description.) Compare the Class Number in the ERS job posting to the Class Code on the State Auditor’s Office listing of job descriptions.
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